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.
You Are Good At
Communication (written and verbal)
Decision-making
Attention to detail
Interpersonal effectiveness
Time Management
Self-Management
Customer Service Orientation
Meeting Deadlines
Administrative Tasks
You Are Open To
Contributing to Business Process Improvements
Working within Rotary’s Meeting Planning Procedures
Physical Requirements
Able to sit for extended periods of time
Able to stand for extended periods of time
Able to walk for extended periods of time
Able to climb stairs for extended periods of time
Able to travel for extended periods of time
Able to lift a minimum of 5 lbs.
You Will Be Responsible For
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.
Budget Assistance
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.
Leadership Attributes
Communication: Be open to receiving ideas from diverse viewpoints and able to communicate messages so that they are universally understood.
Collaboration: Builds partnerships and works jointly with others to meet shared objectives.
Productivity: Able to generate results that moves Rotary toward achieving its goals.
Accountability: Have a clear sense of ownership and take personal responsibility for actions.
Adaptability: Respond to changes willingly and recognize when to adjust based on the situation.
Why work for Rotary?
Generous medical, dental, and vision benefits package
Progressive 401k matching contributions
Above market and generous paid time off package
Tuition reimbursement
Professional development opportunities
On-site cafeteria and coffee bar with special pricing for Rotary employees
Flextime-several different work schedules to choose from
Close to CTA, Metra, a variety of stores, and many food options
Please note:
Rotary does not provide VISA sponsorship or relocation assistance.
Currently all Rotary WHQ employees are working remotely but will return to office - must be willing to relocate to or currently live in Chicagoland area.
You Will Have
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)
Preferred
Fluency in a foreign language
Knowledge of design and/or event management software
Knowledge of Zoom and/or other virtual event platforms
Rotary is 1.2 million inspired business and professional leaders, in 35,000 Rotary clubs and more than 200 geographical areas united daily across cultures and occupations addressing illiteracy, disease, hunger, poverty, and lack of clean water. The fervent idea exchange celebrates diverse perspectives and facilitates positive change. Passion and engagement abound at Rotary International. In exchange for hard work and dedication, our employees are rewarded with competitive salaries, flexible schedules, comprehensive benefits, and job enrichment. We offer all this and more. Come join us. Visit www.rotary.org to learn more.
