Global Events Planning Supervisor (Internal)

Job Title: Global Events Planning Supervisor (Internal)

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 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

You Are Good At

• 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

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 annually
• Supervising 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 events
• Supervising 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 corps
• Measuring team capacity, identifying periods of capacity constraint and recommending strategies for mitigation
• Assessing known and new requests for planning support and capacity requirements based on intake interview
• Maintaining 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 professionals
• Supervising the development and delivery of service and equipment requirements for all events supported by the team
• Holding 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
• Build team competency by cross training on departmental tasks, and seeking appropriate professional development and skill-building opportunities
• Contributing to reports, manuals, and publications as needed
• Updating and maintaining policies & procedures
• Contributing 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 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 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

Please note:

• Rotary does not provide VISA sponsorship or relocation assistance