Global Events Planning Supervisor (Internal)

Rotary is under the jurisdiction of Illinois employment laws; we require all employees to live within reasonable daily commuting distance to Evanston.

About the role

This position supports the Meetings & Events team, responsible for supervising the meeting planner corps at Rotary International. You will supervise meeting planners and coordinators and work with a variety of stakeholders for successful execution of an evolving portfolio of events supporting the organization’s mission. Your contribution will provide appropriate resource allocation, exceptional customer service, and a seamless planning experience for internal clients and existing and new portfolio meetings.

This is a hybrid role based at our World Headquarters in Evanston, IL, with flexibility to work remotely. Employees are expected to work from the office once per month to several times a week, with specific days determined by managers based on business requirements.

Responsibilities

• Procurement & Budget
  • Contribute to developing, monitoring, and oversight of budgets, forecasting, and monitoring payment of US$3–US$4 million of meeting expenses annually.
  • Supervise and assist team members who are principal negotiators in bidding and contract negotiations for all service providers, including interpretation equipment, decorating, security, shipping, signage, medical services, equipment and furniture rental, and communication equipment.
  • Supervise and assist team members managing external service providers to deliver services in support of domestic and international events.
  • Supervise final reconciliation of all related invoices and oversee payment authorization for all contracted vendors.
• Portfolio Management & Execution
  • Provide supervision and support for planners responsible for a portfolio of international and domestic meetings, including International Convention, International Assembly, Council on Legislation, learning opportunities for regional officers, donor recognition and cultivation events, UN days, and other impactful events.
  • Assign work associated with portfolio events to the meeting planning corps.
  • Measure team capacity, identify periods of capacity constraint, and recommend strategies for mitigation.
  • Assess known and new requests for planning support and capacity requirements based on intake interviews.
  • Maintain records of all portfolio meetings for debrief discussions, evaluation against intake information, assignment of planners, skill development, and archival purposes.
• Team Management & Administrative Duties
  • Supervise a team of 5–6 professionals.
  • Oversee the development and delivery of service and equipment requirements for all events supported by the team.
  • Hold the team accountable for deliverables’ quality and timeliness.
  • Develop staff assignment lists, including onsite assignments and job descriptions in consultation with the Manager, Global Events Experience.
  • Build team competency by cross-training on departmental tasks and seeking appropriate professional development and skill-building opportunities.
  • Contribute to reports, manuals, and publications as needed.
  • Update and maintain policies and procedures.
  • Contribute to RI Board and Foundation Trustee items related to the work of the department as requested.
• Volunteer Engagement
  • Liaise with volunteers on an as-needed basis.
• Other
  • Travel domestically and internationally up to 10% of the time.
  • Participate in enterprise projects as required.
  • Assist the Meetings & Events team with other projects as requested.
  • Able to work long days, walk for extended periods, climb stairs, and lift up to 20 lbs.

Requirements

• Bachelor’s degree in Business Administration, Project Management, Hospitality Management, or equivalent work experience.
• 3 years’ experience supervising a team of 3 or more.
• 5 years’ experience in meeting planning.
• 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

• Accountability and driving accountability from your team.
• Collaboration with peers 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.
• Prioritizing multiple tasks in a dynamic environment.
• Communicating concisely, persuasively, and clearly for different audiences, including international executive and volunteer leadership.
• 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

• 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: Build partnerships and work 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.

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.