Global Events Planning Supervisor

Job Title: Global Events Planning Supervisor Area: Global Events & Experience Reports to: Manager of Global Events & Experience Classification: Exempt Location: Evanston, IL 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. The specific days in the office are determined by managers based on business requirements. Rotary is under the jurisdiction of Illinois employment laws; we require all employees to live within reasonable daily commuting distance to Evanston. Position Overview This position supports the Meetings & Events team, responsible for supervising the meeting planner corps at Rotary International. You will have the opportunity to supervise the meeting planners and coordinators and work with a variety of stakeholders for successful execution of an evolving portfolio of events supporting the mission of the organization. Your contribution will serve to provide appropriate resource allocation, exceptional customer service and a seamless planning experience for internal clients and existing and new portfolio meetings. You Will Have Bachelors degree in Business Administration, Project Management or hospitality management, or equivalent work experience.3 years’ experience in supervising a team of 3 or more5 years’ experience in meeting planningProficient user of Microsoft Office Suite, project management software, and time management toolsStrong 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 You Are Good At Being accountable and driving accountability from your teamCollaborating 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 InternationalPrioritizing multiple tasks in a dynamic environmentCommunicating 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 accuracyContract negotiation with working knowledge of applicable contract law and risk management principlesBudget and financial managementProviding clear instructions and feedbackData analysis, problem solving and independent solution development You Will Be Responsible For Procurement & Budget Contributes to developing, monitoring and oversight of budgets, forecasting and monitoring payment of US$3-US$4 million of meeting expenses annuallySupervising and assisting team members who are principle negotiators in bidding and contract negotiations for all service providers including, but not limited to, interpretation equipment, decorating, security, shipping, signage, medical services, equipment and furniture rental, and communication equipment; Supervising and assisting team members who are managing external service providers to deliver services in support of domestic and international eventsSupervising final reconciliation of all related invoices, as well as overseeing payment authorization for all contracted vendors Portfolio Management & Execution Providing supervision and support for planners responsible for a portfolio of international and domestic meetings held at One Rotary Center and in 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 Assigning work associated with portfolio events to meeting planning corpsMeasuring team capacity, identifying periods of capacity constraint and recommending strategies for mitigationAssessing known and new requests for planning support and capacity requirements based on intake interviewMaintaining records of all portfolio meetings for debrief discussions, evaluation against intake information, assignment of planners, skill development, and archival purposes Team Management & Administrative Duties Supervising a team of 5-6 professionalsSupervising the development and delivery of service and equipment requirements for all events supported by the teamHolding the team accountable for deliverables’ quality and timelinessDevelops staff assignment lists, including onsite assignments and job descriptions in consultation with the Manager, Global Events ExperienceBuild team competency by cross training on departmental tasks, and seeking appropriate professional development and skill-building opportunitiesContributing to reports, manuals, and publications as neededUpdating and maintaining policies & proceduresContributing 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 requiredAssists Meetings & Events 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. 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.Accountability: Have a clear sense of ownership and take personal responsibility for actions.Adaptability: Respond to changes willingly and recognize when to adjust based on the situation. Salary range $90,900 - $101,000 Why Work For Rotary? Generous medical, dental, and vision benefits packageProgressive 401k matching contributionsAbove market and generous paid time off packageTuition reimbursementProfessional development opportunitiesOn-site cafeteria and coffee bar with special pricing for Rotary employeesFlextime-several different work schedules to choose fromClose to CTA, Metra, a variety of stores, and many food options Please Note Rotary does not provide VISA sponsorship or relocation assistance