Meeting Planner

Reports to: Manager of Global Events & Experience

Classification: Exempt

Location: Evanston, IL

Position Mode: Hybrid – Fixed Days, with an average of 3+ days in office per week. Team members may be scheduled together for collaboration. All employees must live within reasonable 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. By 2024, Rotary members have invested over $300 million and more than 16 million volunteer hours to improve lives worldwide.

This role supports the Global Events & Experience team, responsible for planning and supporting a portfolio of events  position provides full-service support for small to mid‑size meetings and contributes to Rotary’s largest events—including International Assembly, International Convention, and the triennial Council on legislation—advancing the organization’s mission across both in‑person and virtual platforms.

• Bachelor’s degree or equivalent
• 5+ years of experience in meeting planning
• Certified Meeting Professional (CMP) designation preferred
• Experience in association meeting planning, hotel account management, or hotel banquet operations a distinct advantage
• Familiarity with meeting‑planning software such as Social Tables or eShow
• Experience planning and executing small to midsize meetings, including RFP development, vendor contracting, meeting specifications, 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 and collaboration skills with staff, vendors, and stakeholders
• Excellent written and verbal communication across diverse audiences
• Strong organizational skills to manage multiple priorities with high attention to detail
• Problem‑solving orientation and ability to adapt to evolving event needs

• Plan and manage assigned meetings, including needs assessments, site visits, project timelines, and specification development
• Coordinate with internal and external stakeholders on event needs, objectives, and budget allocations
• Build budgets and reforecasts, and reconcile invoices according to policies and procedures
• Travel domestically and internationally several times per year to manage and/or support events
• Oversee on‑site operations, room setups, and vendor service delivery
• Coordinate meeting room specifications, BEOs, floor plans, and communications of all event requirements
• Develop and issue RFPs for venues and service providers; compile bids and prepare recommendations
• Maintain vendor contact lists, resources, and reference materials
• Track meeting progress using SharePoint or other project‑management tools and provide regular updates to stakeholders and managers in both live and written formats

• ** Communication** – Open to diverse viewpoints and able to convey messages clearly.
• ** Collaboration** – Builds partnerships and works jointly with others to meet shared objectives.
• ** Productivity** – Generates results that move Rotary toward achieving its goals.
• ** Accountability** – Demonstrates ownership and takes personal responsibility for actions.
• ** Adaptability** – Responds willingly to changes and adjusts based on the situation.

• $79,200 – $88,000

• Generous medical, dental, and vision benefits package
• Progressive 401(k) matching contributions
• Above‑market paid time‑off package
• Tuition reimbursement
• Professional development opportunities
• On‑site cafeteria and coffee bar with special pricing for Rotary employees
• Flexible work schedules (flextime)
• Convenient location near CTA, Metra, and various dining and shopping options

Please Note: Rotary does not provide visa sponsorship or relocation assistance.