Executive Administrative Assistant at YPO

Global Network Specialists provide a consistent, professional experience to member officers and champions through the delivery of information, content and follow-up. This includes support for managing processes, driving regional communications, regional data, and meeting support.

Global Network Specialists manages and administers workflows as outlined to provide effective levels of support across Regional Family Officers, Regional industry groups, regional teams and chapters. Global Network Specialists are the primary point of contact for regional network member officers and champions, and for members with specific network questions and enquiries.

PRIMARY RESPONSIBILITIES

• Responsible for the compilation, preparation, standardization and distribution of all agendas, pre-reading materials and call summaries in support of regional family officers, spouse/partner officers and regional industry groups.
• Schedules, hosts monthly or bi-monthly calls with regional family officers, spouse/partner officers as well as industry groups and documents key notes for virtual meetings via Zoom. Some groups may choose two separate call times due to global locations and time zones.
• Maintains consistent, accurate and up-to-date documents, including directories, calendars, reference materials, data, templates, archives, et al.
• Maintains, oversees and updates communication channels including SalesForce, Connect, and WhatsApp groups.
• Participates and supports regional planning with the regional family officers in advance of regional board meeting and regional executive committee meetings.
• Collaborate with Family and Business Network Directors by sharing pertinent goals and activities of regional family officers, spouse/partner officers and regional industry groups.
• Provide exceptional professional customer service to members and management associates, responding to emails and phone inquiries within 24-48 business hours.
• Timely communication of announcements, discussions, and materials to member champions.
• Collaborates with the respective colleagues to ensure compliance in communications. This includes writing and editing materials, developing briefs and coordinating special projects.
• Maintains and coordinates regional family budgets with Chapters and Regions and Finance teams.
• Reviews and updates the Connect content as needed at year-end ensuring regional family officers are up to date and members/champions are identified properly in network industry groups.
• Drafts content for agenda items that comply with the annual cadence of meetings, identifying decision items driven by past goals, board priorities, regional strategies, and policies.
• Fosters compliance and perpetuates alignment to all facets of YPO’s published Policies & Procedures, Code of Conduct, Core Principles, overall values, and applicable by-laws.
• Ensures professional quality standards by developing and improving processes to support the fulfillment of goals and strategic implementation.
• Cultivates relationships with diverse YPO members, management associates, chapter managers and external resources to optimize idea sharing and best practices.
• Identifies trends, collaborations, and other opportunities related to networks.
• Serves as general point of contact for champion inquiries from members and management team.
• Support the delivery of Needs and Leads sessions in assigned region(s).
• In collaboration with Chapters and Regions, educate, share and engage Chapter Managers with relevant Network activities and information.
• Perform other roles and duties as assigned from time-to-time.

SKILLS

• Ability to work collaboratively in a multi-cultural organization with international members, helping them achieve excellence in voluntary roles for YPO initiatives.
• Excellent interpersonal skills, including strong diplomacy skills with the ability to build meaningful relationships with all levels of associates, members and vendors. Adaptable, insightful, empathetic and reliable. Great sense of humor and humility.
• 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.
• Possesses a distinct global mindset, sensitive to local and international customs and protocols.
• Able to identify problems, research alternatives, provide solutions and/or resolve issues in a timely manner. Anticipates member needs and delivers with clarity.
• 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.
• Excellent verbal and written communication skills, including proof reading, with a meticulous attention to detail. Adjusts communication style appropriately to the audience.
• Professional presence, appearance, and stature to interact easily with YPO members, C-level executives and high-profile corporate leaders.

EXPERIENCE/BACKGROUND

• Minimum 5 years’ experience working in a global environment interfacing with senior level executives.
• Proven customer service experience in high-touch environment where responsible for identifying and implementing alternative solutions and resolving issues in a timely manner.
• Experience handling challenging situations with grace and tact, navigating and simplifying with a positive attitude.
• Proven experience in supporting, stewarding and executing multiple stakeholder goals and deliverables.
• Membership or association experience preferred, with an understanding of governance structures.
• Experience in professional services and/or event planning environments with multiple stakeholder groups/committees and consensus management, preferred.
• Proven administrative skills. Prefer corporate executive level of administrative experience.
• Experience working in a virtual work environment preferred.

EDUCATION/TRAINING/CERTIFICATION

• Bachelor’s degree or equivalent experience required.
• Proficient in Microsoft Office Suite and database management systems, preferably CRM.
• Must be fluent in English. Partial fluency or knowledge in other languages 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, approximately 10% per year.