Project Manager

POSITION PURPOSEThe Project Manager is responsible for overseeing and managing projects within the Global Events department, ensuring that all initiatives are aligned with the organizational strategic objectives. This role is vital in providing support to the Events Committee by managing the full lifecycle of event-related projects. The Project Manager ensures that projects are executed efficiently, completed on time, and within budget constraints, contributing to the overall success of the organization’s events. PRIMARY RESPONSIBILITIES

• Global Event Project Management
  • Document the planning, execution, and closure of global event projects, ensuring each portfolio lead meets scope, schedule, and budget requirements.
  • Develop and maintain detailed project plans, timelines, and task assignments for all global events, coordinating with internal teams, Committees and external vendors.
  • Manage the integration of various project components, ensuring seamless delivery of all aspects of global events.
• Event Committee Support
  • Work in close collaboration with Committee Governance and act as the project management liaison to the Event Committee, facilitating communication and ensuring that all event-related projects align with the Committee's objectives.
  • Prepare and deliver project status reports, highlighting key milestones, risks, and issues to the different stakeholders.
  • Support the Event Committee and its Lead in the decision-making process by documenting data-driven insights and recommendations.
• Stakeholder Engagement and Communication
  • Regularly engage with portfolio owners across the organization to ensure alignment on project goals and deliverables.
  • Facilitate open communication among project teams, stakeholders, and the Committees, fostering collaboration and transparency.
  • Conduct stakeholder briefings and presentations, ensuring all parties are informed of project progress and any potential impacts.
• Risk and Issue Management
  • Document all identified and assessed risks associated with global event projects, developing mitigation plans as needed and in collaboration with event director and portfolio leads.
  • Monitor issues that arise during project execution, and follow-up for resolution to ensure minimal disruption to event delivery.

• Budget and Resource Management
  • Support the Global Leadership Events Director to develop and manage event budgets, ensuring cost-effective delivery.
  • Help track project expenditures and resource allocation, making adjustments as necessary to stay within budget.
• Event Project Documentation and Reporting
  • Maintain comprehensive project documentation, including project charters, plans, schedules, and risk registers.
  • Prepare and distribute detailed project reports, including progress updates, budget summaries, and post-event evaluations, as required.
  • Update and maintain all process documents that affect the events and event committee.
  • Conduct post-project reviews and post-mortems to capture lessons learned and integrate them into future project planning.
• Continuous Improvement and Best Practices
  • Identify opportunities to improve project management processes and tools within the Global Events department.
  • Support the Event Committee and project teams in documenting the Global Events best practices, driving efficiency and enhancing project outcomes.
  • Stay current with industry trends in project management and global events, applying new knowledge to improve project delivery.
• Special Projects and Other Duties
  • Manage special projects as assigned by the Head of Global Events and Global Leadership Events Director, ensuring they are aligned with strategic objectives.
  • Take on additional responsibilities as needed to support the success of Global Events team and the Event Committee.

SKILLS

• Excellent interpersonal skills, including strong diplomacy skills with the ability to build trust and meaningful relationships with all levels of associates, members and vendors.
• Adaptable, insightful, empathetic, reliable, and able to maintain a positive work atmosphere through interactions. Great sense of humor and humility.
• Able to work collaboratively in a multi-cultural organization across global time zones.
• Strong ability to negotiate and influence individuals without direct control.
• Integrity and ability to build trusted, respectful relationships to inspire confidence.
• Excellent verbal and written communication skills, including proof reading, with a meticulous attention to detail. Adjusts communication style appropriately to the audience and communicates effectively to maintain credibility across all levels of the organization.
• Demonstrated passion for solving problems and operational excellence. Able to identify problems, research alternatives, provide solutions and/or resolve issues in a timely manner. Anticipates client needs and delivers with clarity.
• Focused, organized, results oriented.
• Self-motivated and able to achieve high impact across the organization.
• Quickly adopts and adapts to change (including changing priorities).
• Able to identify issues and develop recommendations to improve upon them and then work

collaboratively with our team to make that happen.

• Technically savvy with an ability to learn and use/deploy new systems quickly.
• Able to maintain discretion and integrity of confidential information.
• Resourceful and able to work independently with initiative and common sense. Effective time management, organization and prioritization skills with the ability to focus on varied projects simultaneously.
• Analytical thinker with ability influence and guide processes with appropriate approach and execution. Natural curiosity and desire to learn more; proficiency and interest in applying new technologies and tools.
• Able to assess and apply the appropriate methodologies based on project needs.

EXPERIENCE/BACKGROUND

• Proven experience in project management, particularly in the context of global events or similar large-scale initiatives.
• 7+ years' experience in delivering complex projects and cross-functional teams and committees.
• 7+ years hands-on and working knowledge of project and program management
• Technically proficient with Salesforce, Smartsheet, ClickUp, MS Office Suite,
• Proven experience in supporting, stewarding and executing multiple stakeholder goals and deliverables.
• Experience with multiple project methodologies such as Scrum, Waterfall, Lean, etc.
• Experience in professional services and/or event planning environments with multiple stakeholder groups/committees and consensus management preferred.

EDUCATION/TRAINING/CERTIFICATION

• Bachelor’s degree or equivalent experience.
• Master’s degree is preferred.
• Project Management Professional required.
• Certified Scrum Master preferred.

PHYSICAL REQUIREMENTS

• Ability to work flexible and/or extended hours as needed to accommodate members and team members in multiple time zones.
• Ability to work for extended hours at a computer screen.
• Willingness and ability to travel, domestically and internationally, without restrictions, up to 0-5% per year.

EOEYPO is an Equal Opportunity Employer. YPO takes pride in supporting a diverse workforce and demonstrates this through its policies and practices. YPO does not discriminate in recruiting, hiring, training, promotion, or other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status.

EOE

YPO is an Equal Opportunity Employer. YPO takes pride in supporting a diverse workforce and demonstrates this through its policies and practices. YPO does not discriminate in recruiting, hiring, training, promotion, or other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status.