Meeting Planner

Rotary International; Chicago (IL); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Generous medical, dental, and vision benefits package

Progressive 401(k) matching contributions

Above-market paid time off package

Tuition reimbursement

Professional development opportunities

Job summary

A prominent membership organization located in Evanston, IL is seeking an experienced Meeting Planner. This unique hybrid position involves planning and executing key events, including international conventions. Ideal candidates will have over 5 years in meeting planning and strong budgeting skills. The role demands a detail-oriented professional adept in managing multiple priorities. Benefits include generous medical coverage, tuition reimbursement, and flexible work schedules to ensure a balanced lifestyle.

Qualifications

• 5+ years of experience in meeting planning.
• Certified Meeting Professional (CMP) designation is preferred.
• Experience in association meeting planning or hotel account management is an advantage.

Responsibilities

• Planning and managing assigned meetings, including needs assessments.
• Building budgets and reconciling invoices according to policies.
• Traveling domestically and internationally to manage events.

Skills

Meeting planning

Customer service

Financial management

Organizational skills

Problem-solving

Education

Bachelor’s degree or equivalent

Tools

Social Tables

eShow

Job description

Reports to: Manager of Global Events & Experience

Classification: Exempt

Location: Evanston, IL

This position is 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.

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 supports the Global Events & Experience team, responsible for planning and supporting a portfolio of events at Rotary. The role provides full‑service support for small to mid‑size meetings, and contributes to Rotary’s largest events: International Assembly, International Convention, and the triennial Council on Legislation. The contribution advances 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
• 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

Responsibilities

Meeting Planning & Execution

• Planning and managing assigned meetings, including needs assessments, site visits, project timelines and specification (spec) development
• Coordinating with internal and external stakeholders on event needs, objectives and budget allocations
• Building budgets and reforecasts, reconciling invoices according to policies and procedures
• Traveling 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, BEOs, floorplans, and communication of all event requirements
• Developing and issuing RFPs for venues and service providers; compiling bids and preparing recommendations
• Maintaining vendor contact lists, resources and reference materials

Project Tracking & Reporting

• Tracking meeting progress using SharePoint or other project management tools
• Providing regular updates to stakeholders and managers in live as well as written formats

Leadership Attributes

• Communication: Be open to receiving ideas from diverse viewpoints and being able to communicate messages so that they are universally understood
• Collaboration: Build partnerships and work jointly with others to meet shared objectives
• Productivity: Generate results that move 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

Benefits

• Generous medical, dental, and vision benefits package
• Progressive 401(k) matching contributions
• Above‑market paid time off package
• Tuition reimbursement
• Professional development opportunities
• On‑site cafeteria and coffee bar with special pricing for Rotary employees
• Flex‑time – several different work schedules to choose from
• Convenient proximity to CTA, Metra, a variety of stores, and many food options

Rotary does not provide VISA sponsorship or relocation assistance.