Manager, Global Events Experience / USA: Evanston, IL

Job Title: Manager, Global Events Experience
Area: Meetings & Events
Reports to: Director, Meetings & Events
Classification: Exempt or Non-Exempt
Location: Evanston, Illinois
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.
Organization Overview
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. Each year, Rotary members expand their networks, build lasting relationships, and invest more than $300 million and 16 million volunteer hours to improve lives and create positive change in the world. In exchange for hard work and dedication in support of Rotary's clubs, members and other participants, and their humanitarian service projects, our employees receive competitive salaries, flexible schedules, comprehensive benefits, and job enrichment. To learn more, visit
Rotary's Commitment to Belonging (DEI)
At Rotary, we celebrate diversity and foster an inclusive environment where all employees are valued and empowered. We are dedicated to creating equitable opportunities and supporting the growth and well-being of our team. Join us in building a world where everyone can unite, take action, and create lasting change.
Overview
This is a leadership position within the Meetings & Events team, responsible for developing and delivering events that deliver exceptional participant experience at Rotary International. You will have the opportunity to work with a broad, cross-functional team of staff and volunteers to develop and implement plans to produce events domestically and internationally, including in-person, hybrid, and virtual experiences. You will steward the organization's resources while providing an exceptional attendee experience.
You Will Have

• Bachelor's degree from an accredited institution. Event Management, Project Management, or Hospitality Management preferred. Certification in Project Management and/ or event design preferred.
• 5-7 years' experience in project management, team management, and event design and delivery.
• Proficient user of Microsoft Office Suite, project management software, event design software
• Analytical capacity, problem solving and independent decision-making skills.
• Strong performance management skills: motivation, workforce planning, conflict resolution, coaching.
• Interpersonal skills to effectively communicate with volunteer leadership, and internal and external contacts.
• Contract negotiation skills and working knowledge of applicable contract law and risk management principles.
• Cross-cultural and relationship building experience

You Are Good At

• Project management of long term and complex projects
• Applying project management principles and skills to projects that are underway
• Data analysis, problem solving and independent solution development;
• Being accountable and driving accountability from your team
• Change management
• Collaborating with peers to work effectively in a deadline-driven and data-driven environment;
• Prioritizing multiple tasks in a dynamic environment
• Applying event design principles to improve the attendee experience in this portfolio
• Educating the team about event design principles
• Leading cross-functional teams of staff to achieve set goals
• Communicating orally and in writing; must communicate concisely, persuasively, and clearly for different audiences, including international executive and volunteer leadership.
• Thinking creatively and analytically
• 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
• Supervising, leading, coaching, and managing a team;
• Developing and delivering compelling, informative, and persuasive presentations for in-person and virtual audiences

You Will Be Responsible For
Project Management & Event Design

• Develops project plans for annual meetings and events ranging from 100-25,000 participants. This includes an annual leadership learning event for 1000+ international participants that is hosted in the United States, as well as an international convention that welcomes between 15,000-25,000+ international participants and is held in a new destination around the world annually. The other portfolio of meetings is held either on site in Evanston, Illinois or within the Chicagoland area. Special projects, meetings, or events are requested on occasion by different parts of the organization and may be in local, domestic or international locations.
• Identifies opportunities to improve events via application of event design principles, including change management strategies
• Collaborates with extended team to implement project plans and event design principles
• Maintains ongoing project plans for individual iterations of projects and reports status to Director, Manager peers, and internal clients regularly
• Executes meeting implementation and ensures vendor and staff team delivery of the event plan

Administration & Team Management

• Serves as a project manager for department activities by attending necessary meetings; communicating cross departmental information; monitoring deliverables for quality and timeliness; reviewing content; and holding team members accountable for meeting project plan deadlines.
• Build team competency by cross training on departmental tasks, and seeking appropriate professional development and skill-building opportunities
• Hires, trains, supervises, evaluates, and leads Global Events team of 2-3 direct reports and 7-10 indirect reports
• Contributes to all RI (Rotary International) Board and Foundation Trustee items related to the work of the department as requested
• Serves as delegate for Director during Director's travel and absence
• Respond to inquiries from members and participants according to internal protocols in consultation with subject matter experts
• Contributes to committee advance memorandums, event manuals, and committee meeting minutes
• Updates and maintains policies & procedures
• Updates and maintains business continuity plan

Volunteer Engagement

• Liaises with international volunteer leadership and local volunteers as an additional point of contact in the absence of the Director, and on special assignments and projects
• Communicates with host organization committees (HOCs) and International Convention Committees (ICCs) and provides consultation and information to committees as needed

Procurement & Budget

• Oversees the budgeting, forecasting, and monitoring payment of US$3-US$4 million in meeting expenses annually, from budget development through reconciliation of final invoices.
• Contributes to the development of the Meetings & Events administrative and operating budget, and manages resources for the Global Events team
• Oversees Bidding and contract negotiations for all service providers used by the Global Meetings team for individual events and for sustaining the work of the department
• Ensures all contractual deadlines and corresponding payments are met

Other

• Travels domestically and internationally up to 20% of the time
• Participates in enterprise projects as required
• Assists ME Director with other projects as requested
• Able to work long days, walk for extended periods of time and distance, climb stairs, and lift up to 20 pounds.

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.
• Accountability: Have a clear sense of ownership and take personal responsibility for actions.
• Innovation: Move Rotary beyond traditional ways of thinking
• 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.