Global Events Planning Supervisor (Internal)

Rotary International•Evanston, IL

4d•Hybrid

About The Position

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.

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
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
Be 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

Nice To Haves

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

Responsibilities

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
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
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
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 Meetings & Events team with other projects as requested.