Meeting Planning Coordinator

Job Title: Meeting Planning Coordinator

Area: Meetings & Events

Reports to: Manager of Global Events & Experience

Classification: Exempt

Location: Evanston, IL

This position is designated as Hybrid – Fixed Days and will regularly work in the office an average of 3+ days a week – with a set schedule. Managers may require team members to work on the same schedule to encourage collaboration. Rotary is under the jurisdiction of Illinois employment laws; we require all employees to live within reasonable daily commuting distance to Evanston.

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, and their humanitarian service projects, our employees receive competitive salaries, flexible schedules, comprehensive benefits, and job enrichment. To learn more, visit http://(Use the "Apply for this Job" box below)..

At Rotary, we foster a welcoming environment where all employees are valued and empowered. We are dedicated to creating meaningful opportunities and supporting the growth and well-being of our team. Join us in building a world where everyone can unite, take action, and create lasting change.

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.

• 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)

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

• Communication (written and verbal)
• Decision-making
• Attention to detail
• Interpersonal effectiveness
• Time Management
• Self-Management
• Customer Service Orientation
• Meeting Deadlines
• Administrative Tasks

• 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 floor plans.
• Assigned to Portfolio Events (individual events) and functional assignments consistent with…