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.
Position OverviewThis position supports the Global Events & Experience team, responsible for planning and supporting a portfolio of events at Rotary. You 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
- Prior 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 ForMeeting 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, floorplans, 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 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.
Salary RangeWhy 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.
