Meeting Planner

Position Overview

This position supports the Global Events & Experience team, responsible for planning and supporting a portfolio of events at Rotary. You will have the opportunity to provide full-service support for small to mid-size meetings, while being a contributing member of Rotary’s largest events: International Assembly, International Convention, and the triennial Council on legislation. Your contribution will serve to advance Rotary’s mission in face-to-face and virtual environments.

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. In exchange for hard work and dedication in support of Rotary’s clubs, members and other participants, our employees receive competitive salaries, flexible schedules, comprehensive benefits, and job enrichment.

Qualifications

• Bachelor’s degree or equivalent
• 5+ years of experience in meeting planning
• Certified Meeting Professional (CMP) designation is preferred
• Prior experience in association meeting planning, hotel account management or hotel banquet experience is a distinct advantage
• Familiarity with meeting planning software Social Tables, eShow, or equivalent
• Experience planning and executing small to midsize meetings, including RFP development, vendor contracting, meeting specs, AV / F&B planning and on-site operations
• Strong budgeting and financial management skills, including forecasting, reforecasting and invoice reconciliation
• Able to develop timelines, project plans, space allocation documents and Banquet Event Orders (BEOs) with accuracy and attention to detail
• Excellent written and verbal communication skills across diverse audiences
• Strong organizational skills, with the ability to manage multiple priorities while maintaining a high attention to detail
• Problem-solving orientation with the ability to navigate complex situations and adapt as event needs evolve

Responsibilities

• Meeting Planning & Execution
• Planning and managing assigned meetings, including needs assessments, site visits, project timelines and specification (spec) development
• Coordinating with both internal and external stakeholders on event needs, objectives and budget allocations
• Developing and issuing RFP’s for venues and service providers; compiling bids and preparing recommendations
• Maintaining vendor contact lists, resources and reference materials
• Overseeing on-site operations, room setups and vendor service delivery
• Coordinating meeting room specs, BEO’s, floorplans, and communication of all event requirements
• Tracking meeting progress using SharePoint or other project management tools
• Providing regular updates to stakeholders and managers in both live as well as written formats
• Vendor & Venue Management
• Developing and issuing RFP’s for venues and service providers; compiling bids and preparing recommendations
• Maintaining vendor contact lists, resources and reference materials
• Traveling both domestically and internationally, several times per year for site visits that include meetings with venues as well as service providers
• Project Tracking & Reporting
• Tracking meeting progress using SharePoint or other project management tools
• Providing regular updates to stakeholders and managers in both live as well as written formats

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.
• 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.
• 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