YPO is the global leadership community of extraordinary chief executives. Our history is long, our achievements many and our trajectory ever-forward. YPO welcomes extraordinary leaders to grow stronger together to improve lives, businesses and the world.
Founded in 1950, Young Presidents' Organization (YPO) is a nonprofit organization that connects young chief executives and presidents of non-competing companies and businesses around the globe for mutual exchange of ideas and expertise.
Singapore Lion City (SLC), a dynamic and fun community of 92 members within YPO and growing. The role is to learn and support SLCs Chapter Manager with membership acquisition, onboarding, events, and general administration.
What You’re Responsible For:
· support the chatper manager, board and chapter members.
· The key responsibilities include supporting the chapter chair and vice chair (if any) in overseeing all functional officers, supporting the events officer in the delivery of the learning program, membership support – coorindating incoming requests, troublshooitng requests regardsto access to member platforms, portals and related platforms. g.
· The ideal candidate for this role should demonstrate exceptional organizational abilities, superb interpersonal skills, multi-tasking skills, and excellent time-management. You role is integral to reinforce the YPO SCL value and member relations, improve the organization's image, and effectively deliver on event / member objectives
· You’ll get to organise and manage a plethora of events from conception to completion such as private celebrations, corporate dinners, wine tastings, themed parties, film screenings, and talks. You will thrive in this role of you are quick-thinking, organised, creative, personable, and supportive
· Your role will also include researching and securing venues, planning and managing our events' calendar, negotiating quotes and agreements with vendors, assisting with event marketing, monitoring timeframes and budgets, networking, and delivering on event brief objectives
· Your creativity, organizational skills, and vision will assist our organization in amplifying brand visibility, enhancing member engagement, relations, and improve our organization's growth through events that effectively communicate YPO SLC values, goals and objectives
· Work hours vary daily due to the events calendar and chapter initiatives..
Core Duties:
· Bringing events to life by working collaboratively with the Learning Officer and other Exco members
· Finding and booking venues, liaising with clients and suppliers, handling logistics, managing budgets and invoicing, organizing accreditation, managing risk and presenting post-event reports
· Ensuring SOP’s are followed for the successful exection of events: calendar, invitation, reminders, event set-up and speakers, day chair, the speakers requirements / needs are confirmed, venue is planned and in place including post event follow up – thank you to speakers, attendies, day chair and reporting post event in regards to attendance, survey scores etc
· Member support and troubleshooting with regards to access to systems, plarforms and portals
· Maintaining standards of practice for the booking systems, invoice systems, and other processes
· Assist in arranging board meeting dates and venues
· Drafts chapter committee meeting agenda and presentations
· Works with chapter officers to ensure completion of tasks in shared task manager
· Takes responsibility for chatper minutes during meetings and circulates for approval
· Responsibility for event management, venues, catering, RSVPs, name tags, dietary requirements seating etc
· Works with chapter chair to address any issues or administrative tasks that require approval
· Keeps calendar of events updated on member portal
· Assists with prepartation of workshops for the chapter and occassionaly YPO
· Meets regularly with chapter officers to coordinate admin tasks and provide regular updates
· Circulates program of events to members, and resources, distributes updates, via email, marketing materials and calendar invitations
· Attends onsite meetings at selected venues performing walk throughs and venue checks
· Managers chapter surveys, creation and distribution
· Coordinates with suppliers (venues, photographers etc)
· Reporting
· Payment processing management
Required Skills and Experience:
· Shows initiative
- Proficient event planning experience and excellent client management skills
- Great energy and love working in a fast-paced environment, while maintaining composure in stressful situations
- The unusually perfect balance of being creative and having strong organisational and management skills
- The ability to influence and interact at all levels to establish productive relationships with colleagues, brands, agency teams, and suppliers
- Comprehensive knowledge of current and future trends, ensuring events remain appealing and competitive
· able to work unsupervised, independent
· Flexible, efficient and able to work effectively with the chatper manager and chapter officers
· Diplomatic
· Detail oriented
· Willing to travel
· Creative and confident
· Able to manage multiple projects and deadlines
· Service oriented with a positive ‘can do’ attitude
