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Stage Coordinator / USA: Evanston, IL

Company: Rotary International
Location: Evanston
Posted on: September 16, 2022

Job Description:

Job Title: Stage CoordinatorArea: Stage Team, Meetings and EventsReports to: Stage Production ManagerClassification: Non-exemptLocation: Evanston, IL(Currently all Rotary WHQ employees are working remotely but will return to office on a hybrid model - must be willing to relocate to or currently live in Chicagoland area.)Organization OverviewRotary 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 DiversityAs a global network that strives to build a world where people unite and take action to create lasting change, Rotary values diversity and celebrates the contributions of people of all backgrounds, regardless of their age, ethnicity, race, color, abilities, religion, socioeconomic status, culture, sex, sexual orientation, and gender identity.OverviewThis position supports the Stage Production Team, which is responsible for the planning and execution of the general session programs at the assemblies, conventions, and other meetings of the organization. The attendance at these meetings range between 1,500-45,000 registrants. This position will have the opportunity to interface with speakers and entertainers. You will provide administrative support to the Stage Production Team and assist in the pre-planning and implementation of these general session programs. Your contribution will serve to help provide a positive experience for our attendees.Prior ExperienceAt least three years administrative experience required, including preparation of correspondence and reports. Experience working in an international organization or in corporate theater is strongly preferred. Excellent customer service skills required.Knowledge, Skills, and EducationRequired

  • Minimum three years related job experience
  • High attention to detail and commitment to accuracy
  • Excellent written and verbal communication skills for communication with a variety of constituents
  • Ability to work efficiently with detail under time constraints
  • Strong interpersonal skills required to effectively work with internal and external contacts
  • Ability to work on multiple projects in a fast-paced environment
  • Ability to effectively prioritize and work independently and as a team member
  • Willingness to assume responsibility and follow-through.
  • Strong multi-cultural sensitivity is essential
  • Proficiency with Microsoft Office required (Word, Excel, PowerPoint, and Outlook)
  • Ability to travel to support RI meetings and eventsPreferred
    • Fluency in a foreign language or cross-cultural experience
    • Bachelor's degree in Performing ArtsYou Will Be Responsible For:Administrative Support:
      • Assists in the pre-planning and implementation of meeting programs, stage production activities for meetings and events, including the International Convention, Council on Legislation, and International Assembly.
      • Provides in office and on-site administrative support as a member of the stage team to the Stage Production Manager and other staff as needed.
      • Maintains and updates historical data related to speakers and entertainers at the assembly and convention.
      • Works with the Stage Production Specialist on maintaining RI's stage flag set inventory including: cleaning, organizing, storing, packing, and shipping the flags, flag harnesses, and flags stands for the assembly and convention.
      • Assists with the development of the rehearsal schedules for the assembly and convention.
      • Assists with the development of the stage scripts for the assembly and convention.
      • Orders and maintains department's supplies and RI general information for RI speakers and general session props (flowers, banners, plaques, certificates, etc.).
        • Creates and monitors organizational tools in order to track details and assist in the timely implementation of programs.
          • Maintains the stage production email inbox for the stage team. Delivers incoming and outgoing mail for department. Handles routine correspondence and phone calls.
          • Maintains and updates all departmental files on sdrive, teamsites and sharepoint.
          • Serves as Stage Records Coordinator by acting as liaison to the Records staff, providing them with copies of event publications, scripts, and speaker/artist agreements and waivers
          • Works with Contract Administrator to develop and execute agreements for speakers/artists.Speaker/Entertainment Support:
            • Develops and coordinates the speaker invitation letters process and tracking system.
            • Correspondence with speakers and internal staff regarding program specific event details and on-site logistics.
            • Develops and maintains the general session speaker presentation and the general session entertainment presentation for internal staff, RI President and Rotary Senior Leaders.
            • Coordinates speaker/entertainer headshots and bios for the RI convention website.
            • Collaborates with President-appointed chair to plan and implement an Interfaith Service at International Convention, Council on Legislation, and International Assembly, when applicable.
              • Works with the Stage Production Specialist on coordinating speakers and entertainment logistical arrangements (airfare, hotel, transfers, etc.) for the assembly and convention.
              • Assists with securing entertainment for the assembly and convention when needed.
                • Assists speakers with their presentations during rehearsals to help develop a strong presentation during the event.
                • For virtual events only: works with the Stage Production Specialist and compares the video content to the transcripts to make sure they match word for word.Other work assigned by Stage Production Manager.Physical RequirementsAble to sit for extended periods of timeAble to stand for extended periods of timeAble to walk for extended periods of timeAble to climb stairs for extended periods of timeAble to travel* for extended periods of timeAble to lift a minimum of 5 poundsAble to utilize standard office equipment such as copy machine, phones, 2-way radio, fax machine, 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.Leadership Attributes
                    • Engagement: Foster relationships by hearing, recognizing, and valuing others.
                    • 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.
                    • 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

Keywords: Rotary International, Evanston , Stage Coordinator / USA: Evanston, IL, Other , Evanston, Illinois

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