Who We Are:

The Mid-Atlantic Permanente Medical Group, (MAPMG) is one of the nation's premier multispecialty medical groups and is the largest integrated medical group in Maryland, Virginia, and the District of Columbia. Founded in 1980, the medical group has more than 1,700 Permanente physicians spanning more than 50 subspecialties. Together, we serve approximately 800,000 Kaiser Permanente members in Maryland, Virginia, and the District of Columbia at 34 area medical centers, plus several community hospitals and skilled nursing facilities.

Job Summary:

We are seeking a Meetings and Conferences Planner II to join our Professional Development and Wellness department. The Meetings and Conferences Planner II is responsible for the assisting with the development, implementation, and management of events for the Professional Development and Wellness Department. Primary responsibilities include working with the Meetings and Conferences Operations Manager to execute the delivery of regional training and development conferences, events, and programs for physicians and staff members. Meetings and conferences include education and edutainment in the areas of physician and staff wellness, professional development, equity, inclusion and diversity, and other healthcare-related topics.

This position is a hybrid position with a combination of remote and in-office work.

Responsibilities:

• Oversee all aspects of meeting and conference management for the Mid-Atlantic Permanente Medical Group (MAPMG) physician and staff members, under the direction of Associate Medical Director and in collaboration with the Meetings and Conferences Operations Manager. Responsibilities include but are not limited to venue selection, event promotion, pre-event and onsite logistics, selection of and negotiation with vendors, participant registration, cost control, and billing reconciliation
• Manage logistical requirements for MAPMG meetings and conferences with minimal direction, including but not limited to, printing and design of event materials, registration, air and ground travel, food and beverage requirements and menu development, audio visual aids, amenity selections, venue inspections and selection, and billing reconciliation
• Negotiate and manage hotel, vendor, and supplier contracts
• Manage full spectrum of events from inception through completion
• Manage large scale events for 200+ attendees
• Help identify topics that are relevant to the audience and develop timelines for event execution
• Lead and attend meetings, draft meeting notes, and obtain approvals to proceed when required.
• Develop documentation to compare strategic solutions, identify risks and benefits, present recommendations as needed.
• Provide thought leadership and strategic, innovative ideas and solutions
• Manage detailed program budgets and ensure each event is in alignment with the budgetary guidelines
• Execute existing and new meetings and conference tasks through day-to-day management, continual process improvement and development, data collection, and ongoing program evaluation
• Maintain quality control documents and tracking information for every event. Complete all required documents and follow internal policies and procedures to ensure compliance and continuity of all events
• Work with the Professional Development and Wellness Team and other MAPMG departments, as necessary, to develop and manage new meeting strategies, goals, and outcomes
• Build, maintain, and manage internal and external business relationships to provide a team approach to the successful planning and implementation of all programs
• Provide management oversight and direction for onsite and offsite vendors who provide support for meeting planning
• Provide and ensure high quality, effective onsite support of programs that meets the needs of the business
• Help control risks associated with attrition, cancellation, and aggregate spending by supplying report updates as needed
• Create summary reports of each event outlining how data gathered from current events can be used to develop successful future events

Qualifications:

• Five (5) to seven (7) years delivering strategic event planning
• One (1) year of experience leading teams of suppliers and/or vendors
• Experience in negotiations, logistics, leading vendor relationship and/or event planning related to the job description listed above
• Must have demonstrated knowledge of attendee engagement principles and practices
• Must have the ability to think creatively to find solutions to complex issues
• Must have strong knowledge of event industry standards, guidelines, and highly qualified suppliers
• Bachelor's degree in hospitality or equivalent field required
• Certified Meeting Planner or ability to become a Certified Meeting Planner within one year, required
• Direct work experience managing complex events and programs in a large corporation
• Strong business acumen and financial negotiating skill
• Experience with contract negotiations with national hotels and vendors
• Must be a self-starter who requires little to no supervision to meet goals
• Ability to transport/lift materials (15-20 lbs.) to and from training programs
• Strong interpersonal communication and collaboration skills
• Excellent written and verbal communication skills
• Strong organizational, time management, critical thinking, and analytic skills
• The ability to work with diverse teams in a professional and results-oriented manner
• Demonstrated ability to manage multiple, high-priority tasks and to bring projects/initiatives to completion
• High integrity, emotional intelligence, and the ability to uphold organizational values
• Advanced computer skills, including knowledge of MS Office
• Ability to travel to locations within DC, Baltimore, Northern Virginia, and surrounding metro areas. Overnight travel may be required
• Ability to work outside normal business hours

Competitive Benefits:

• Competitive compensation package
• Comprehensive benefits including 100% employer-funded medical and dental insurance premiums for employees and families
• Great work/life balance
• Generous paid time off
• Maternity and parental leave
• Pension plan and 401(k) retirement plan
• Life insurance, and short-term disability and long-term disability coverage
• Education reimbursement

We are proud to be an equal opportunity/affirmative action employer.

We value our diversity and E/O/E M/F/D/V.