Global Events Experience Supervisor (Internal)

Rotary is under the jurisdiction of Illinois employment laws; we require all employees to live within reasonable daily commuting distance to Evanston. This position is designated as Hybrid - Fully Flexible and expected to work from our world headquarters office once per month to several times a week, with specific days determined by managers based on business requirements.

About the role

This position supports the Meetings & Events team, responsible for supervising the Events Experience team at Rotary International. This team focuses on exhibits development and management, transportation services, volunteer management, and medical/security planning and execution. Your contribution will serve to support exceptional event experiences for Rotary members and participants globally.

Responsibilities

• Procurement & Budget
  • Contributes to developing, monitoring, and oversight of budgets, forecasting, and monitoring payment of US$3–US$4 million of meeting expenses annually.
  • Initiates and serves as principal negotiator for the decorator/general contractor supplier agreements.
  • Supervises and assists team who are principal negotiators in bidding and contract negotiations for all service providers used for portfolio meetings, including interpretation equipment, security, shipping, signage, medical services, equipment and furniture rental, audiovisual, and communication equipment.
  • Supervises and assists team members managing external service providers to deliver services in support of domestic and international events.
  • Supervises final reconciliation of all related invoices, as well as overseeing payment authorization for all contracted vendors.
• Portfolio Management & Execution
  • Provides supervision and support for team members responsible for customer experience features at international and domestic meetings held at One Rotary Center and other destinations, including International Convention, International Assembly, Council on Legislation, learning opportunities for regional officers, donor recognition and cultivation events, UN days, and other events with impact on Rotary International and the Rotary Foundation.
  • Assigns work associated with portfolio events to team.
  • Measures team capacity, identifies periods of capacity constraint, and recommends strategies for mitigation.
  • Maintains records of all portfolio meetings for debrief discussions, evaluation against intake information, assignment of planners, skill development, and archival purposes.
• Team Management & Administrative Duties
  • Supervises a team of 2–3 professionals.
  • Supervises the development and delivery of service and equipment requirements for all events supported by the team.
  • Holds the team accountable for deliverables’ quality and timeliness.
  • Develops staff assignment lists, including onsite assignments and job descriptions, in consultation with the Manager, Global Events Experience.
  • Builds team competency by cross-training on departmental tasks and seeking appropriate professional development and skill-building opportunities.
  • Contributes to reports, manuals, and publications.
  • Updates and maintains policies & procedures.
  • Contributes to RI Board and Foundation Trustee items related to the work of the department as requested.
• Volunteer Engagement
  • Liaises with volunteers on an as-needed basis.
• Other
  • Travels domestically and internationally up to 10% of the time.
  • Participates in enterprise projects as required.
  • Assists ME team with other projects as requested.
  • Able to work long days, walk for extended periods of time, climb stairs, and lift up to 20 lbs.

Requirements

• Bachelor’s degree in Business Administration, Project Management, or Hospitality Management, or equivalent work experience.
• CEM, PMP, CMP, and event design certification preferred.
• 3 years’ experience in supervising a team of 3 or more.
• 5 years’ experience in meeting planning and/or exhibits management.
• Proficient user of Microsoft Office Suite, project management software, and time management tools.
• Strong performance management skills: motivation, workforce planning, conflict resolution, coaching.
• Interpersonal skills to effectively communicate with volunteer leadership and internal and external contacts.
• Superior project management, interpersonal, oral, and written communication skills.

Skills

• Being accountable and driving accountability from your team.
• Collaborating with peers to work effectively in a deadline-driven and data-driven environment; key contacts include other members of the Meetings & Events team, Learning and Development, Global Communications, Senior Leader Support, Information Technology, Building Facilities, and other departments at Rotary International.
• Prioritizing multiple tasks in a dynamic environment.
• Communicating orally and in writing; must communicate concisely, persuasively, and clearly for different audiences, including international executive and volunteer leadership.
• Demonstrating attention to detail and commitment to accuracy.
• Contract negotiation with working knowledge of applicable contract law and risk management principles.
• Budget and financial management.
• Providing clear instructions and feedback.
• Data analysis, problem-solving, and independent solution development.

Leadership Attributes

• Communication: Be open to receiving ideas from diverse viewpoints and able to communicate messages so that they are universally understood.
• Presence: Demonstrate composure and confidence.
• Accountability: Have a clear sense of ownership and take personal responsibility for actions.
• Innovation: Move Rotary beyond traditional ways of thinking.
• Adaptability: Respond to changes willingly and recognize when to adjust based on the situation.

Pay

Salary range $90,900 – $101,000

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.

Rotary does not provide VISA sponsorship or relocation assistance.