Meeting Planning Coordinator at ACTIA Corporation - Elkhart, IN

Evanston, Illinois, United States -

Full Time

Start Date

Immediate

Expiry Date

12 Jul, 26

Salary

75000.0

Posted On

13 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Meeting planning, Event coordination, Logistics management, Data entry, Communication, Time management, Customer service, Microsoft Office Suite, MS Teams, Budget monitoring, Vendor management, Floor plan drafting, Administrative support, Attention to detail, Decision-making, Interpersonal effectiveness

Industry

Non-profit Organizations

Description

Job Title: Meeting Planning Coordinator 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. 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 http://www.rotary.org [http://www.rotary.org/]. Rotary’s Commitment to Belonging At Rotary, we foster a welcoming environment where all employees are valued and empowered. We are dedicated to creating meaningful 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. Position Overview 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 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 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 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. 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. 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 Range * $67,500 - $75,000 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

Responsibilities

The Meeting Planning Coordinator supports the logistics team in planning and executing various in-person and virtual meetings, including large-scale international events. Responsibilities include managing vendor contracts, drafting floor plans, tracking budgets, and providing comprehensive administrative support for portfolio events.