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Program Manager


BACKGROUND & DESCRIPTION

The Women Presidents’ Organization is the ultimate affiliation for successful women entrepreneurs worldwide. In meetings across the world, WPO members take part in professionally-facilitated peer learning groups, conducted in a proprietary roundtable format. Leaders from diverse, noncompetitive industries share business expertise and experience in a confidential setting. Through the WPO, accomplished women entrepreneurs looking to drive second-stage businesses to the next level tackle a multitude of strategic and operational issues; the precious ability to tap into the wisdom of their peers offers support, empowerment, and inspiration.

At the WPO we believe in hiring the whole person, not just what is listed on a resume. The person in this role will help keep a fast-moving train on track and will be essential to our programming efforts. We are dedicated to helping women entrepreneurs succeed, and our programs and events are key to providing support during this challenging time.

We are looking for someone who is a thorough worker, leaving nothing to chance. To succeed in this role, you will be accountable for your work and interested in achieving goals consistently and efficiently. Your strong customer service skills combined with your focus on producing high-quality, detailed work based on established procedures will make you shine in this role.

RESPONSIBILITIES

  • Reports to Chief Innovation & Programming Officer for all programs and events; reports to CEO for Annual Conference
  • Execute events and programs, in-person or virtually, such as the WPO Annual Conference, 50 Fastest Women Owned/Led Businesses, Women of Color Achievement Awards, Platinum & Zenith meetings
  • Manage relationships with event planning committees including the WPO Conference Steering Committee and incorporate committee ideas in events
  • Assist event sponsors with logistics and communications for events
  • Site hotels and venues when necessary, manage the RFP process and book venues
  • Act as liaison for all vendors, suppliers, speakers and hotels
  • Contract vendors for events including audio visual, florists, transportation, catering, etc.
  • Research, contract, and coach all speakers for the WPO conference
  • Manage the hotel room block for the WPO Annual Conference
  • Manage the trade show at the WPO Annual Conference
  • Create event schedules, agendas, programs, room layouts and seating charts
  • Update and maintain registration lists and RSVPs for events
  • Manage any awards or printed pieces that are needed for events
  • Create invoices and manage payment schedules for all event hotels, vendors, and speakers
  • Reconcile bills and vendor payments after each event
  • Manage post-event communication including surveys and thank you letters

Plan and execute Platinum & Zenith meetings

o  Work with speakers, members, Chapter Chairs and vendors to plan logistics for virtual and/or in-person meetings, including being main contact with hotels, restaurants, transportation companies or other vendors as needed. Assist Chapter Chairs in communicating logistical details with their members.

o  Manage all virtual meetings on Zoom, making sure members and speakers have the correct information, manage breakout rooms, troubleshoot issues, etc.

o  Reconcile bills and vendor payments after each meeting

o  Review member feedback and surveys and compile data for Chief Innovation & Programming Officer

Plan and execute WPO Webinars with Chief Innovation & Programming Officer and Communications Manager

o  Help schedule webinars on master WPO calendar, create Zoom meetings for prep calls and webinars, work with speakers to coordinate needs, PPTs, handouts, etc.

o  Write the notes/agenda for the webinar and distribute to speaker, CEO & CPO

o  Work with Communications Manager on content for email communications

Other duties as assigned


REQUIRED SKILLS & QUALIFICATIONS

·     Education: Bachelor's degree

·     Experience: 7+ years of event planning experience

·     Experience with conference / convention planning essential. Hotel experience a plus.

·     Excellent critical thinker with the ability to make decisions and judgement calls

·     Excellent verbal and written communication skills

·     Ability to work independently, efficiently and can prioritize workflow

·     Highly organized with excellent follow through skills

·     Superior attention to detail

·      Ability to attend occasional early morning or evening events, either virtually or in-person

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