Administrative Assistant at YPO

This position works across multiple networks in collaboration with the Business Network Director, Network Forum Officer and Global Forum Manager – Networks to ensure optimal support for network forum program administration and logistics. Supports the day-to-day administrative and logistics work associated with network forum programs, as directed by BND / NFO.

PRIMARY RESPONSIBILITIES

• Works collaboratively with Global Forum Manager (Networks) and Business Network Directors and Network Council Directors to support Network Forum Officer activities related to network forum programs and goals. To include:
• Update moderator information and forum membership records in Salesforce. Coordinate annual reach out to moderators to gather their network forum status and membership.
• Update forum training information in Salesforce
• Work with GFM / BND / NFO to maintain network Forum records (Smartsheets/tracking documents) - keep the information up to date and accurate.
• Manage network forum waitlists in collaboration with GFM / BND / NFO to efficiently place members from the waitlist into new forums or existing forums.
• Keep track of who is waiting to be placed, who has been placed, and who has declined placement.
• Keep track of ongoing NFO conversations. Includes: needs and leads; follow up needed; track forums that are in process of forming, which forums are unresponsive, which forums want to add new members)
• Coordinate all mailings to all network forum moderators as needed (directed by GFM / BND / NFO)
• Coordinate with Network Data Team to run network forum reports as needed GFM / BND / NFO
• Contracting and invoicing for network forum programs (CFF engagement)
• Coordinate application for sponsorship funds to support network forum programs (as per confirmed process for CFF Kickstart Package)
• Provide support to the Global Forum Manager (Networks) as required.

SKILLS

• Strong administrative and planning skills.
• Excellent organizational skills and commitment to detail and accuracy.
• Professional demeanor and strong customer service skills
• Excellent oral and written communication skills
• Proven ability to proactively manage multiple tasks simultaneously.
• Ability to work independently and to be self-motivated
• Excellent interpersonal skills and ability to build relationships
• Respect integrity of data and confidentiality required of position.

EXPERIENCE/BACKGROUND

• General administrative skills
• Proficient in Microsoft Office skills and database management
• Proficient in SalesForce and Smartsheets
• Sensitivity to a multi-cultural environment
• Working independently in a virtual environment