Meeting Planning Coordinator

Rotary Club of Monroe, Louisiana•Evanston, IL

2d•$67,500 - $75,000•Hybrid

About The Position

This position performs administrative and coordination functions as part of a team that is assigned to produce a portfolio of Rotary meetings and events. This position will support the Meetings & Events team in the planning and execution of Rotary’s largest (in-person and virtual) meetings including the International Assembly, International Convention, and the triennial Council on Legislation. The coordinator will also be assigned to provide full-service meeting planning support for other portfolio meetings and events consistent with experience level. Your contribution will serve to support the logistics team in planning and implementing Rotary’s meetings and events.

Requirements

Four-year college degree or equivalent work experience required
Excellent interpersonal, written, and verbal communication skills
Strong data entry
Ability to manage multiple priorities while still meeting deadlines
Computer literacy and knowledge of Microsoft Office Suite including MS Teams
Ability to work in an international environment
Ability to travel to, and work on-site at, meetings and events for several weeks at a time (if necessary)

Nice To Haves

Fluency in a foreign language
Knowledge of design and/or event management software
Knowledge of Zoom and/or other virtual event platforms

Responsibilities

Supports the Logistics Manager, Senior Planners / Meeting Planners in the preparation and delivery of the meeting specifications to venues and vendors.
Support with exhibitor contracts, applications, assignments, and payments for multiple events.
Collaborates with internal stakeholders to capture event requirements.
Drafts floor plans for all meetings, food and beverage functions, and office setups using layout software (Meeting Matrix or similar) or via venue / vendor assistance.
Assists in planning and compiling meeting specifications for meeting rooms, offices, catered functions, and special events, with regards to supplier orders, (decorator, audio-visual and Simultaneous interpretation), menu selection, securing entertainment, table seating / personalized invitations/tent cards, and tracking special dietary needs. May also oversee these event areas onsite.
Communicates directly with vendors to submit specs and follow up on requests, quotes, and floorplans.
Assigned to Portfolio Events (individual events) and functional assignments consistent with experience level.
Tracks ancillary and unofficial affiliate event requests and serves as liaison between volunteers, groups, and venues for unofficial affiliate events.
Supports Global Networking Groups with space assignments, room sets, audio visual, and catering requirements.
Coordinating RI Staff Shipments for Meetings.
Assists with tracking vendor orders (before and during event) and invoices post-event for expenses and participates in post-meeting billing reconciliation and re-classification.
Contributes to the preparation of timelines, space allocations, site visit agendas and reporting.
Assists with updating RFP/RFQ documents and preparing bid analysis spreadsheet.
Works with Logistics staff to assist with miscellaneous projects, coordinating site visits, creating agendas, rooming lists, research, and correspondence:
Provides administrative support such as copying, proofreading, data entry etc.
Updates department policies and procedures
Handles routine correspondence and phone calls.
Contributes to a collaborative, team-oriented working environment.
Performs other duties as requested.
In conjunction with the Logistics Manager, Senior Meeting Planners and Meeting Planners, responsible for monitoring actual versus budgeted line items and reconciling operational budgets for accounts within meeting cost centers as assigned.