Job Title: Manager, Meetings Logistics
Reports To: Director Meetings & Events
Manages the personnel and operations of the Meetings Logistics Department to help achieve organizational goals. Manages the decoration/general contractor vendor services for Rotary International’s (RI) meetings. Responsible for the planning and implementation of all logistics and space allocation for RI’s meeting activities. RI meetings include the annual four-day International Convention with an attendance between 15,000 – 45,000 registrants, the annual 6-day International Assembly with an attendance of 1,300 registrants, and its triennial 5-day Council on Legislation with an attendance of 750 registrants. RI meetings annually require a minimum of 240,000 – 340,000 square feet of exhibition space and up to 60 concurrent meeting rooms per event. Annual budget responsibility is between USD $4 million – USD $6 million.
- Bachelor’s degree in Business, Meeting Planning or Hotel/Hospitality Management or related field is preferred.
- Professional Meetings certification or comparable experience desirable.
Required Knowledge and Skills
- Strong performance management skills: motivation, workforce planning, conflict resolution, coaching.
- Strong project management skills, off-shore/international city-wide meeting planning experience, contract negotiation and financial management skills, and interpersonal skills to effectively communicate with Rotarian leadership, and internal and external contacts.
- Excellent written and verbal communication skills.
- Ability to travel domestically and internationally between 20-30% annually and able to work effectively in a fast-paced, information-driven environment.
- Minimum of 5 years of experience managing the logistics and administrative aspects of meetings required, of which at least two years of international meetings is strongly preferred.
- Analytical capacity, problem solving and independent decision making skills.
- Working knowledge of applicable contract law and risk management principles.
- General knowledge of meeting industry database management and software.
- Fluency in a foreign language preferred.
Liaises closely with:
- Rotary’s senior leadership to develop and plan all logistical aspects of RI’s annual Convention, International Assembly, Council on Legislation, and other meetings as assigned;
- Convention Host Organization on exhibit arrangements, including decoration and booth allocation;
· the decorator/general contractor vendor
- venue personnel to coordinate planning and implementation of logistical requirements for the RI convention, assembly, and other meetings as assigned.
- space allocation for all meeting venues including offices, exhibits and meeting rooms;
· initiates, and negotiates decorator/general contractor vendor agreements
- and monitors the development of service and equipment requirements, bidding process, contracting negotiations, related risk as well as management on-site for other vendors used by the department including, but not limited to, interpretation equipment, banqueting, transportation, decorating, security, shipping, signage, medical services, equipment and furniture rental, audiovisual and communication equipment;
- meeting staff who liaise with Sergeant-at-Arms committee, as well as assists staff liaisons for 2-3 concurrent convention committees appointed by the President and 6-7 concurrent host organization committees to simultaneously plan 7-8 future conventions held throughout the world; and
- the ongoing IS needs of the team in conjunction with the IS resources and plans of the organization.
- the development of the operating budget for logistics-related services for RI Convention and Assembly, Council on Legislation, and other meetings as assigned;
- providing monthly financial forecasts of the convention and assembly to the Rotary leadership and senior management, as well as overseeing payment authorization for all convention, assembly and council vendors;
- developing personnel and operations budgets for department, the RI Convention, Assembly, Council on Legislation, and other meetings as assigned; and
- monitoring and being accountable for actual versus budgeted expenses.
Confirms, inspects and recommends all contracted space at all event venues, and also executes venue contract addendums related to space.
Works in conjunction with other meetings staff to prepare the RI Convention, Assembly and Council on Legislation committee advance memorandums and committee meeting minutes.
Hires, trains, supervises, motivates, and evaluates four (4) department employees and oversees one (1) department administrative support employees.
Initiates and monitors department planning activities on a quarterly and annual basis, as well as long term planning, covering two to three year periods; schedules department work flow and assists with division-wide work flow.
Oversees and assists with the development of departmental submissions to the IM division’s monthly and the General Secretary’s quarterly reports on area activities for the RI Board of Directors and Committees as well as Board and Trustee items related to the work of the department.
Participates in internal committees, business continuity plans and corporate-wide projects as assigned by Division Manager and/or General Manager.
- Five to seven years experience in the meeting planning industry with three of those years in a supervisory capacity required.
- Experience with an international organization preferred, with nonprofit experience desirable.
- Experience in budgetary, forecasting and budget development required.
- Hires, trains, supervises and evaluates three Grade 12 staff members, one Grade 9 staff member, and one Grade 11 staff member.
- Oversees the hiring, training, supervising and evaluating of one Grade 9 staff member and one Grade 11 staff member.
- Manages the budgeting, issuing and reconciling an administrative budget of approximately USD $20,000 annually, excluding departmental salaries, benefits and allocations.
- Oversees the budgeting, forecasting, receiving, monitoring and receipt of USD $500,000 – USD $520,000 for exhibition, SI radio sales and ticketed event income annually.
- Manages the budgeting, forecasting and monitoring payment of USD $550,000 to USD $1.2 million for decoration/contractor service expenses annually.
- Oversees the budgeting, forecasting and monitoring payment of USD $3.22 million to USD $4.0 million of logistics expenses annually, to include transportation, banqueting, freight forwarder services, simultaneous interpretation equipment, all rented equipment such as audiovisual, communications, computer, copier, and furniture.
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 5lbs
Able to utilize office equipment such as copy machine, phone, cell phone, 2-way radio, fax machine, computer, etc.
* Travel may include but not be limited to sitting in an airplane, train, bus or other form of transportation in order to get to a predetermined location.
Rotary Senior Leaders, Rotary Convention Host Organization committee members, Rotary Convention and Assembly committee members which support RI’s meetings, Management and various staff in Finance, Programs, Communications, Corporate Services, Legal, Risk Management, MIS, Leadership Education & Training, Public Relations, Presidential Support, The Rotary Foundation, Production, Membership Development and Support and Distribution Center.
Contracted and potential vendors, venue management staff, convention and visitor’s bureau staff and government officials, as appropriate.
PC, Laptop, Ungerboeck Database (EBMS), Meetings Matrix, Internet, Telephone, Calculator, Fax Machine, Copy Machine