Global Events Planning Supervisor (Internal

Position:Global Events Planning Supervisor (Internal)

Location: Evanston, IL

Job :1760

# of Openings:1

Job Title: Global Events Planning Supervisor (Internal)

Area: Global Events & Experience

Reports to: Manager of Global Events & Experience

Classification: Exempt

Location: Evanston, IL

This position is designated as Hybrid - Fully Flexible and expected to work from our World Headquarters office once per month to several times a week. The specific days in the office are determined by managers based on business requirements. Rotary is under the jurisdiction of Illinois employment laws; we require all employees to live within reasonable daily commuting distance to Evanston.

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.

• 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

• Being 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

Procurement & Budget

• 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…