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Job Overview
Employment Type
Full-time
Compensation
Hourly
Range $19.75 - $26.00
Work Schedule
Fixed Shifts
Benefits
Medical insurance
Dental Insurance
Vision Insurance
401K Matching
Paid Time Off
Tuition Reimbursement
Professional Development
Job Description
Rotary is a renowned global membership organization committed to bringing together people from all continents and cultures with a shared mission to take meaningful action towards addressing critical issues impacting communities worldwide. Founded on the principles of service and fellowship, Rotary empowers its members to build networks that foster lasting relationships and engage in humanitarian projects that make transformative, long-term impacts. Each year, Rotary members invest over 16 million volunteer hours and more than $300 million to improve lives and create positive change around the globe. This significant global presence and deep commitment to service have established Rotary not only... Show More
Job Requirements
- Four-year college degree or equivalent work experience
- excellent interpersonal, written, and verbal communication skills
- strong data entry skills
- ability to manage multiple priorities while meeting deadlines
- proficient in 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 extended periods
- willing to comply with Illinois employment laws requiring residence within reasonable commuting distance to Evanston
- able to sit, stand, walk, and climb stairs for extended periods
- able to lift a minimum of 5 lbs
Job Qualifications
- Four-year college degree or equivalent work experience
- excellent interpersonal, written, and verbal communication skills
- strong data entry skills
- ability to manage multiple priorities while meeting deadlines
- proficient in Microsoft Office Suite including MS Teams
- ability to work in an international environment
- skilled at communication, decision-making, attention to detail, interpersonal effectiveness, time management, self-management, customer service orientation, meeting deadlines, and administrative tasks
- fluency in a foreign language preferred
- knowledge of design and/or event management software preferred
- experience with Zoom or other virtual event platforms preferred
Job Duties
- Supports the logistics manager, senior planners / meeting planners in the preparation and delivery of 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 or via venue/vendor assistance
- assists in planning and compiling meeting specifications for meeting rooms, offices, catered functions, and special events
- communicates directly with vendors to submit specs and follow up on requests, quotes, and floorplans
- assigned to portfolio 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
- coordinates RI staff shipments for meetings
- assists with tracking vendor orders and invoices post-event and participates in post-meeting billing reconciliation and re-classification
- contributes to preparation of timelines, space allocations, site visit agendas and reporting
- assists with updating RFP/RFQ documents and preparing bid analysis spreadsheets
- 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
- monitors actual versus budgeted line items and reconciles operational budgets for accounts within meeting cost centers as assigned
Job Qualifications
Experience
Mid Level (3-7 years)
Job Location
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