WPO Event Coordinator

BACKGROUND & DESCRIPTION

The Women Presidents Organization (WPO) is a dynamic and diverse collective of women business leaders around the world who share insight in groups facilitated to drive game-changing experiences. Peer learning groups, conducted in a proprietary roundtable format bring together leaders from diverse, noncompetitive industries to share business expertise and experience in a confidential setting. Through the WPO, accomplished women entrepreneurs get exclusive access to entrepreneurial equals, innovative ideas, and executive education. The precious ability to tap into the wisdom of their peers offers support, empowerment, and inspiration.

Working for the WPO gives you a unique opportunity to access women entrepreneurs from around the world, across all industries. You will also have access to webinars and educational materials that our members receive.

JOB DESCRIPTION

The Event Coordinator will manage logistics for the Platinum and Zenith programs and play a key role in planning and executing the annual Entrepreneurial Excellence Forum. This position requires exceptional organizational skills, meticulous attention to detail, and the ability to handle multiple projects. This role requires discretion and critical decision-making. Must have a genuine passion for supporting others and consistently deliver exceptional customer service with a positive and friendly attitude. The Event Coordinator will report directly to the Director of Events.

RESPONSIBILITIES

Platinum & Zenith Group Meetings (60%)

• Implement all Platinum & Zenith program logistics and administrative tasks. Responsibilities include preparing meeting agendas and schedules, arranging private dinners and activities, organizing on-site materials, and maintaining communication with venues and vendors. Must oversee and prioritize multiple programs independently.
• Assist with the RFP process by preparing proposal summaries and organizing hotel contracts for management's review
• Manage payment schedules and reconcile invoices, ensuring accuracy and timely processing. Maintain records of all event details, expenses, and invoices for each meeting.
• Create and distribute pre-event and post-event surveys to gather data for planning logistics. Collect and organize member feedback and compile data for review.
• Manage the chapter pages for all Platinum & Zenith chapters in the WPO member portal.
• Maintain regular, clear, and supportive communication with members of the organization.
• Take initiative in identifying opportunities for improvement.

Entrepreneurial Excellence Forum (30%)

• Support the development and execution of a comprehensive event plan, including setting objectives, managing timelines, and coordinating logistics. Anticipate and address complex issues before escalation.
• Serve as the main liaison for event exhibitors, providing guidance on logistics, schedules, and instructions. Oversee on-site logistics of the exhibit halls, including booth assignments, setup, and teardown.
• Collaborate with the Director of Events to identify, evaluate, and negotiate with vendors. Maintain vendor relationships to ensure high-quality services and timely delivery.
• Coordinates and facilitates production workflow for awards, design materials, and printed items. Responsible for delivery and on-site placement of these elements.
• Handle the shipping and receiving process for the event, ensuring on-time delivery and proper handling.
• Manage payment schedules for all event hotels, vendors, and speakers, and maintain accurate records of all transactions.
• Oversee post-event communication, including surveys and thank you letters. Gather and analyze feedback to assess the event’s success and prepare reports with recommendations for improvements.

General Event Operations (10%)

• Provide comprehensive support for WPO events, including scheduling and managing meetings, preparing meeting notes and presentations, and maintaining event documentation.
• Create and maintain shared documents, databases, contacts, and lists.
• Assist the Director of Events with event coordination with other projects and events as needed.
• Represent WPO at informational booths during conferences and events.
• Other duties as assigned.

REQUIRED SKILLS & QUALIFICATIONS

Qualifications

• Bachelor’s degree in Event Management, Hospitality, Marketing, or a related field preferred.
• Minimum of 2-3 years of experience in event planning or coordination.
• Availability to attend occasional early morning or evening events, both virtually and in-person. Willingness to travel throughout the year for events and programs as needed.
• Proficiency in event management software and Microsoft Office Suite.
• Familiarity with HubSpot and Adobe design suite is a plus.
• Experience working remotely on a team is a plus.
• Ability to lift up to 25 lbs.

Skills & Personal Attributes

• Superior verbal and written communication abilities, with strong interpersonal skills.
• Capable of working independently, prioritizing tasks, and managing workflow.
• Highly organized with the ability to multitask and manage multiple events concurrently.
• Able to think creatively and bring fresh ideas to event planning.
• Detail-focused with a proactive approach to problem-solving.
• Strong decision-making skills with excellent judgment.
• Ability to work under pressure and adapt to changing priorities.

Applicant must reside in one of the following states: FL, IN, MA, NH, NJ, NY, PA