Global Events Experience Supervisor, Meeting Planning
Overview
You will supervise the Events Experience team at Rotary International, owning exhibit development, transportation, volunteer management, and medical and security planning for events serving 100,000+ global members. The team of 2-3 professionals supports high-profile meetings like the International Convention and Council on Legislation, with an annual budget of $3-4 million. You will collaborate with departments including IT, Global Communications, and Learning and Development to deliver seamless attendee experiences. This hybrid role requires presence at the Evanston headquarters from once monthly to several times weekly.
What You'll Do7
- 1Drive procurement and budget oversight, managing $3-4 million in annual meeting expenses and negotiating decorator and general contractor agreements.
- 2Supervise team negotiations for service providers including AV, interpretation equipment, security, and shipping, ensuring contracts meet legal and risk standards.
- 3Own the full lifecycle of portfolio events, from capacity planning to debrief sessions, using project management software to track deliverables.
- 4Lead a team of 2-3 professionals, setting priorities, cross-training on departmental tasks, and holding them accountable for quality and timeliness.
- 5Coordinate volunteer engagement and serve as a liaison for international and domestic events.
- 6Contribute to board and trustee items, updating policies and procedures for the department.
- 7Travel up to 10% domestically and internationally, and participate in enterprise projects as required.
Requirements9
- 15+ years in meeting planning or exhibits management, including 3+ years supervising teams of 3 or more.
- 2Bachelor's degree in Business Administration, Project Management, or Hospitality Management, or equivalent experience.
- 3CEM, PMP, or CMP certification preferred.
- 4Proficiency in Microsoft Office Suite and project management software.
- 5Strong performance management skills: motivation, workforce planning, conflict resolution, coaching.
- 6Excellent written and oral communication for international executive and volunteer leadership.
- 7Proven ability to manage budgets and financial reconciliation, with contract negotiation knowledge.
- 8Superior attention to detail, data analysis, and problem-solving in a deadline-driven environment.
- 9Ability to work long days, walk extended periods, climb stairs, and lift up to 20 lbs.
Salary Insight
$91 - $101k per year
Location
Required Skills
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