Global Events Experience Supervisor (Internal)

Rotary International•Evanston, IL

3d•Hybrid

About The Position

This position supports the Meetings & Events team, responsible for supervising the Events Experience team at Rotary International. This team focuses on exhibits development and management, transportation services, volunteer management, and medical/security planning and execution. Your contribution will serve to support exceptional event experiences for Rotary members and participants globally.

Requirements

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 and/or exhibits management
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
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
Able to work long days, walk for extended periods of time, climb stairs, and lift up to 20 lbs.

Nice To Haves

CEM, PMP, CMP, and event design certification preferred

Responsibilities

Contributes to developing, monitoring and oversight of budgets, forecasting and monitoring payment of US$3-US$4 million of meeting expenses annually
Initiates and serves as principal negotiator for the decorator/general contractor supplier agreements
Supervising and assisting team who are principle negotiators in bidding and contract negotiations for all service providers used for portfolio meetings including, but not limited to, interpretation equipment, security, shipping, signage, medical services, equipment and furniture rental, audiovisual, 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
Providing supervision and support for team members responsible for customer experience features at 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 team
Measuring team capacity, identifying periods of capacity constraint and recommending strategies for mitigation
Maintaining records of all portfolio meetings for debrief discussions, evaluation against intake information, assignment of planners, skill development, and archival purposes
Supervising a team of 2-3 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
Updating and maintaining policies & procedures
Contributing to RI Board and Foundation Trustee items related to the work of the department as requested
Liaises with volunteers on an as needed basis
Travels domestically and internationally up to 10% of the time.
Participates in enterprise projects as required
Assists ME team with other projects as requested.