WPO Program 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. Our proprietary roundtable format brings together leaders from diverse, noncompetitive industries to exchange expertise 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 WPO provides access to this extraordinary global network, along with a range of educational opportunities and exclusive programming.

JOB DESCRIPTION

The Program Coordinator is a key contributor responsible for managing logistics for the Platinum and Zenith programs, as well as supporting the Entrepreneurial Excellence Forum and other signature events throughout the year.

This individual will operate with a high level of professionalism, discretion, and initiative, while maintaining a member-first mindset. The ideal candidate is solution-oriented, detail-obsessed, and thrives in fast-moving environments where last-minute changes are expected.

You’ll serve as a front-line relationship-builder with WPO’s high-level members and Chapter Chairs, requiring polish, warmth, and excellent communication skills. This role reports to the Director of Events.

RESPONSIBILITIES

Platinum & Zenith Group Meetings (60%)

• Independently manage all meeting logistics and admin tasks for assigned programs. Responsibilities include preparing meeting agendas and schedules, arranging private dinners and activities, organizing on-site materials, and maintaining communication with venues and vendors.
• Handle complex schedules, competing priorities, and evolving requirements with clarity and confidence.
• Serve as a professional liaison between WPO and members, Chapter Chairs, vendors, and stakeholders; anticipate needs and resolve issues quickly. Provide clear, professional, and timely communication to all parties, managing expectations and ensuring thorough understanding of program details.
• Ensure accurate and timely vendor payments and invoice reconciliation. Maintain records of all event details, expenses, and invoices for each meeting.
• Own survey distribution and feedback analysis; synthesize insights to optimize future planning.
• Keep chapter pages in the WPO member portal accurate and up-to-date.

Entrepreneurial Excellence Forum (30%)

• Contribute to the end-to-end event lifecycle, from planning and vendor management to on-site execution and post-event debrief.
• Coordinate with exhibitors, sponsors and internal teams both pre-Forum and on-site, regarding booth planning, shipping, logistics, and communications.
• Coordinate the design process and production to ensure on-time delivery of printed materials, awards, and branded assets.
• Proactively manage and resolve logistical issues, ensuring smooth on-site operations to deliver a high-quality attendee experience
• Manage payment workflows, track invoice payment schedules and maintain meticulous financial records.
• Analyze survey results and make data-informed recommendations for improvement.

General Event Operations (10%)

• Provide consistent event operations support: scheduling, prep materials, communications, and documentation.
• Maintain shared databases and tracking systems.
• Assist the Chief Innovation & Programming Officer and Director of Events on strategic initiatives.
• Represent WPO at external events and conferences as needed.
• Other duties as assigned.

REQUIRED SKILLS & QUALIFICATIONS

Qualifications

• Bachelor’s degree in Event Management, Hospitality, Communications, or related field (preferred)
• 2–3 years of experience in high-volume, high-touch event coordination
• Comfortable working remotely and independently
• Willing to travel to events and attend occasional early/late meetings
• Tech-savvy: Microsoft Office Suite required; HubSpot, Asana and Adobe Suite a plus
• Ability to lift up to 25 lbs.

Core Competencies

• Self-starter with strong judgment and problem-solving instincts
• Exceptional verbal and written communication skills
• Member-first, service-driven mindset
• Polished, professional, and approachable
• Hyper-organized and able to juggle competing priorities with grace
• Comfortable managing change and ambiguity
• Adept at keeping multiple workflows moving under pressure
• Proactive in identifying inefficiencies and offering improvements