Meeting Planner

Job Title: Meeting Planner

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.

Organization Overview

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)..

Rotary's Commitment to Belonging

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.

Position Overview

This position supports the Global Events & Experience team, responsible for planning and supporting a portfolio of events  will have the opportunity to provide full-service support for small to mid-size meetings, while being a contributing member of Rotary's largest events:
International Assembly, International Convention, and the triennial Council on legislation. Your contribution will serve to advance Rotary's mission in face-to-face and virtual environments.

You Will Have

• Bachelor's degree or equivalent
• 5+ years of experience in meeting planning
• Certified Meeting Professional (CMP) designation is preferred
• Prio experience in association meeting planning, hotel account management or hotel banquet experience is a distinct advantage
• Familiarity with meeting planning software Social Tables, eShow, or equivalent
• Experience planning and executing small to midsize meetings, including RFP development, vendor contracting, meeting specs, AV / F&B planning and on-site operations
• Strong budgeting and financial management skills, including forecasting, reforecasting and invoice reconciliation
• Ability to develop timelines, project plans, space allocation documents and Banquet Event Orders (BEOs) with accuracy and attention to detail
• Strong customer-service mindset, with the ability to collaborate effectively with staff, vendors, and stakeholders
• Execllent written and verbal communication skills across diverse audiences
• Strong organizational skills, with the ability to manage multiple priorities while maintaining a high attention to detail
• Problem-solving orientation with the ability to navigate complex situations and adapt as event needs evolve

You Are Good At

• Building relationships, gathering requirements, and understanding stakeholder needs with professionalism and service
• Translating event objectives into clear specifications, timelines, and deliverables.
• Maintaining calm, accuracy, and sound judgement in fast-paced or high-pressure environments
• Working collaboratively across internal and external teams to execute high-quality meetings that reflect Rotary's mission and standards.

You Will Be Responsible For

Meeting Planning & Execution

• Planning and managing assigned meetings, including needs assessments, site visits, project timelines and specification (spec) development
• Coordinating with both internal and external stakeholders on event needs, objectives and budget allocations
• Building budgets and reforecasts, reconciling invoices according to policies and procedures
• Traveling both domestically and internationally, several times per year to manage and/or support events
• Overseeing on-site operations, room setups and vendor service delivery
• Coordinating meeting room specs, BEO's, floor plans, and communication of all event requirements

Vendor & Venue Management

• Developing and issue RFP's for venues and service providers; compile bids and prepare recommendations.
• Maintaining vendor contact lists, resources and reference materials
• Travelling both domestically and internationally several times per year for site visits that include meetings with venues as well as service providers

Project Tracking & Reporting

• Tracking meeting progress using SharePoint or other project management tools
• Providing regular updates to stakeholders and managers in both live as well as written formats

Leadership Attributes

• Communication: Be open to receiving ideas from diverse viewpoints and able to communicate messages so that…