Manager, Office of the President

Organization Overview

Rotary is a membership organization that unites people from all continents and cultures who take action to deliver real, long-term solutions to pressing issues facing our communities and the world. Each year, Rotary members expand their networks, build lasting relationships, and invest more than $300 million and 16 million volunteer hours to improve lives and create positive change in the world.

Position Overview

This position is responsible for the dedicated support provided to Rotary's current and incoming presidential officers. They lead a team of three Executive Assistants, overseeing the coordination of presidential calendars, travel, communications, events, and administrative operations while promoting consistency, efficiency, and outstanding service across the support function. They serve as a strategic partner to both leadership and Secretariat staff and assist in the overall administration of the Senior Leader Support team, as needed.

Qualifications

• Bachelor's degree or equivalent work experience required
• 5-7 years prior office experience required, with prior supervisory experience essential
• Proficiency with Microsoft Office required (Word, Excel, PowerPoint, Outlook, OneDrive)
• Strong multi-cultural sensitivity
• Availability for travel to approximately two meetings per year and to work irregular hours on occasion

Required Skills

• Managing a dynamic team
• Overseeing multiple deliverables and prioritizing appropriately
• Handling confidential issues with discretion and professionalism
• Written communication, proof-reading and editing skills
• Budgeting and financial experience
• Providing excellent customer service and team building

Responsibilities

Presidential Support

• Oversees the delivery of executive support services for the Office of the President, ensuring consistent, accurate, and timely execution of all administrative functions
• Ensures seamless management of calendars, meeting coordination, travel planning, invitation correspondence, and event support. Serves as an escalation point for complex scheduling, protocol, and stakeholder management challenges
• Delivers comprehensive orientation program for incoming presidents, working with key staff to prioritize key content, develop comprehensive schedules, and track necessary follow-through
• Manages official correspondence for the Office of the President, including coordinating messaging from internal subject matter experts, securing necessary approvals, arranging for distribution via individual correspondence or mass email, and tracking of responses and necessary follow-through
• Responsible for reconciling presidential expenses and monitoring operating budgets. Ensures compliance with organizational policies, procedures, tax and governance requirements
• Coordinates with staff responsible for visa and passport processing of the president and president-elect, including analyzing travel schedules, securing necessary application information, and making recommendations regarding visa needs

Leadership and Team Management

• Directly supervises a team of three Executive Assistants supporting the President, President-elect and President-nominee, fostering a collaborative and service-oriented culture. Responsible for recruitment, onboarding, training, performance management, employee engagement, and development of assigned staff
• Develops and maintains documentation, procedures, and operating guidelines for executive support activities. Utilizes reporting and metrics to assess team performance, service delivery, and operational effectiveness
• Monitors workload distribution and provides coverage strategies to ensure continuous support during absences, peak periods, and major organizational events

Strategic Coordination and Relationship Management

• Builds strong working relationships with senior leaders, Secretariat staff, and key stakeholders to understand support needs and recommend improvements
• Serves as a liaison between the Office of the President and internal staff teams to ensure timely completion of requests and organizational initiatives
• Supports high-profile internal and external events by coordinating presidential participation and ensuring appropriate logistical and administrative support
• Taking on special projects

Leadership Attributes

• 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 moves Rotary toward achieving its goals
• 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

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

Schedule

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.

Reports to: Director, Senior Leader Support
Classification: Exempt
Location: Evanston, IL