Contract Administrator

Position Overview

This position is responsible for overseeing the development and negotiation of requests for proposal and contract drafting, revision, and administration for the Meetings & Events team, and the broader Programs and Engagement team. You will have the opportunity to coordinate procurement processes, manage risk, and provide negotiation and legal expertise to the team to support the delivery of international and domestic events.

Requirements

• Bachelor's degree in business, Hotel Management, Organizational Behavior, or related field
• Post Graduate Law degree (J.D.)
• Certified Professional Contract Manager (CPCM) is preferred
• 3-5 years' experience in contract law, hospitality law, or related law experience
• Proficiency in Microsoft Office Suite, Adobe Acrobat, NetForum or other CRM
• Experience negotiating venue and supplier contracts, preferably in an international environment
• Experience with preparation of spreadsheet analyses, including accurate and consistent data entry
• Comprehensive understanding of organizational procurement policies and procedures
• Experience with large multiple facility international meetings
• Experience in reading, analyzing, and interpreting legal documents, financial reports, and technical documents to provide appropriate recommendations on request
• Intercultural communication skills and multi-cultural sensitivity
• Ability to work well independently as well as in a team environment

Skills

• Project management of long term and complex projects with the ability to meet deadlines
• Managing multiple contract negotiations simultaneously
• Prioritizing multiple tasks in a dynamic environment
• Communicating clearly, concisely, and persuasively, both orally and in writing for different audiences, including international executive and volunteer leadership
• Identifying and advising on meetings and events related legal and business risks and solutions
• Thinking creatively, analytically, and independently
• Attention to detail and commitment to accuracy
• Contract negotiation with working knowledge of applicable contract law and risk management principles

Procurement and Contracting

• Procures and coordinates supplier agreements for meeting services, hotels, venues, and other suppliers (like stage production, talent (speakers/entertainment), transportation, logistical services)
• Serves as the singular point of contact for legal matters concerning contracts
• Supports the tracking and coordination of all payments related to executed contracts
• Maintains files on all completed supplier contracts including verification of certificate of insurance for each supplying company
• Reviews all contracts for feedback for Host Organizing Committees (HOCs) when required
• Consults and manages music copyright issues, acts as liaison with entities such as BMI, ASCAP, and international music societies

Budgeting and Financial Management

• Collaborates in the development of tax implication recommendations to senior staff and Rotary’s senior leadership for International Conventions
• Ensures all deadlines and conditions described on contracts are met (e.g., performance, milestones, renewals/terminations, and payments)

Reporting/Policies and Procedures

• Prepares monthly reports on area activities and assists in the preparation of reports for the RI Board when required
• Aids in development of supplier and contract management policies, department office manuals, Council on Legislation, International Convention and International Assembly manuals
• Aids in preparation of site visit reports, Committee Advance Memoranda, Minutes and Rotary International Board Items as required
• Implements Rotary International Board and The Rotary Foundation Trustees actions as related to responsibilities

Other Responsibilities

• Provides training and guidance on procurement policies (RFP development through reconciliation) to all principal negotiators
• Selects and plans Signature Events for International Conventions
• Assists in Contract Compliance, Safety, Security, and Medical Support at International Assembly and International Convention as requested
• Travels domestically and internationally up to 20% of the time
• Participates in enterprise projects as required
• Assists Meetings and Events Director and Manager, Finance, Sponsorship and Sales with other projects as requested

Leadership Attributes

• Engagement: Foster relationships by hearing, recognizing, and valuing others
• Communication: Be open to receiving ideas from diverse viewpoints and able to communicate messages so that they are universally understood
• Collaboration: Builds partnerships and works jointly with others to meet shared objectives
• Presence: Demonstrate composure and confidence
• Productivity: Able to generate results that move Rotary toward achieving its goals
• Accountability: Have a clear sense of ownership and take personal responsibility for actions

Benefits

Generous medical, dental, and vision benefits package
Progressive 401k matching contributions
Above market and generous paid time off package
Tuition reimbursement
Professional development opportunities
On-site cafeteria and coffee bar with special pricing for Rotary employees
Flextime—several different work schedules to choose from
Close to CTA, Metra, a variety of stores, and many food options