Job Title: Contract Administrator
Area: Meetings & Events
Reports to: Manager of Finance, Sales & Sponsorships
Classification: Exempt
Location: Evanston, IL
This position is designated as Hybrid - Fully Flexible and expected to work from our world headquarters office once per month to several times a week. The specific days in the office are determined by managers based on business requirements. 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 is responsible for overseeing the development and negotiation of requests for proposal and contract drafting, revision, and administration for the Meetings & Events team, and the broader Programs and Engagement team.
You will have the opportunity to coordinate procurement processes, manage risk, and provide negotiation and legal expertise to the team to support the delivery of international and domestic events. Your contribution will serve to manage risk associated with international events and steward organizational resources.
You Will Have
- Bachelor's degree in business, Hotel Management, Organizational Behavior, or related field,
- Post Graduate Law degree (J.D.),
- Certified Professional Contract Manager (CPCM) is also preferred,
- 3-5 years' experience in contract law, hospitality law, or related law experience,
- Proficiency in Microsoft Office Suite, Adobe Acrobat, NetForum or other CRM,
- Experience negotiating venue and supplier contracts, preferably in an international environment, with knowledge of contractual business terms, including indemnification, insurance requirements, limitations of liability, force majeure, cancellation and dispute resolution,
- Experience in accounting and/ or budgeting,
- Experience with preparation of spreadsheet analyses, including accurate and consistent data entry,
- Comprehensive understanding of organizational procurement policies and procedures,
- Experience with large multiple facility international meetings,
- Experience in reading, analyzing, and interpreting legal documents, financial reports, and technical documents to provide appropriate recommendations on request,
- Intercultural communication skills and multi-cultural sensitivity,
- Ability to work well independently as well as in a team environment.
You Are Good At
- Project management of long term and complex projects with the ability to meet deadlines,
- Managing multiple contract negotiations simultaneously,
- Prioritizing multiple tasks in a dynamic environment,
- Communicating clearly, concisely and persuasively, both orally and in writing for different audiences, including international executive and volunteer leadership,
- Identifying and advising on meetings and events related legal and business risks and solutions,
- Thinking creatively, analytically, and independently,
- Attention to detail and commitment to accuracy,
- Contract negotiation with working knowledge of applicable contract law and risk management principles.
You Will Be Responsible For
Procurement and Contracting
- Drafts, routes, negotiates, revises, tracks, and executes supplier agreements for meeting services, hotels, venues, and other suppliers (like stage production, talent (speakers/entertainment), transportation, logistical services) as assigned. Supports the tracking and coordination of all payments related to executed contracts.
- Creates and maintains relationships with suppliers and serves as the singular point of contact for legal matters concerning contracts.
- Supports compilation of requests for proposals that evolve into contracts.
- Liaises with internal reviewers (General Counsel, risk management, finance, information technology, and procurement) and revises or drafts contracts with suggested changes for review by principal negotiators.
- Monitors, updates, and communicates changes to procurement policy and routing procedures as needed for all contracts and/or requests for proposal to all principal negotiators within 2 weeks of the policy and procedure change.
- Explains terms and conditions to principal negotiators; ensures that staff members understand and comply with company contracts.
- Supports negotiations of claims, manages contractual changes, and resolves disputes or conflict resolution with Contractors.
- Maintains files on all completed supplier contracts including verification of certificate of insurance for each supplying company. Reviews all contracts for feedback for Host Organizing Committees (HOCs) when required
- Consults and manages music copyright issues, acts as liaison with entities such as BMI, ASCAP, and international music societies.
Budgeting and Financial Management
- Collaborates in the development of tax implication recommendations to senior staff and Rotary’s senior leadership for International Conventions
- Ensures all deadlines and conditions described on contracts are met (e.g., performance, milestones, renewals/terminations, and payments)
Reporting/Policies and Procedures
- Prepares monthly reports on area activities and assists in the preparation of reports for the RI Board when required.
- Aids in development of supplier and contract management policies, department office manuals, Council on Legislation, International Convention and International Assembly manuals.
- Aids in preparation of site visit reports, Committee Advance Memoranda, Minutes and Rotary International Board Items as required.
- Implements Rotary International Board and The Rotary Foundation Trustees actions as related to responsibilities.
Other
- In conjunction with Sr Meetings Budget Specialist, provides training and guidance on procurement policies (RFP development through reconciliation) to all principal negotiators.
- Assists in the selection and planning of Signature Events for International Conventions.
- Assists at International Assembly and International Convention with Contract Compliance, Safety, Security, and Medical Support as requested.
- Travels domestically and internationally up to 20% of the time.
- Participates in enterprise projects as required.
- Assists Meetings and Events Director and Manager, Finance, Sponsorship and Sales with other projects as requested.
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.
- Presence: Demonstrate composure and confidence.
- 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.
Salary range
$86,400 - $96,000
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
