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Meetings and Conferences Planner

Company: Mid-Atlantic Permanente
Location: Rockville
Posted on: September 22, 2022

Job Description:

If you are a job seeker with a disability and require a reasonable accommodation to apply for one of our jobs, you will find the contact information to request the appropriate accommodation by visiting the following page: Regional Office
18801
Rockville, MD 20852, USA
DescriptionWho 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:The Meetings and Conferences Planner is responsible for the development, implementation, and management of events for the Professional Development and Wellness Department. Primary responsibilities include working with the Associate Medical Director and the Meetings and Conferences Operations Manager to execute the delivery of Regional training and development conferences, events, and programs for physicians and staff members. -This position will be 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
  • 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 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 eventsQualifications:
    • Minimum of three (3) to five (5) years of direct work experience in meeting, conference, or special event planning required
    • 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
    • Ability to develop & maintain relationships with clients, colleagues & industry contacts
    • 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
    • Knowledge of industry standards, guidelines, and best practices related to event planning with a professional interest in consistently seeking further education in the field
    • 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 compensation package
    • Comprehensive benefits including 100% employer-funded medical and dental insurance premiums for employees and families
    • 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 coverageEquity, Inclusion, and Diversity:MAPMG continuously works to identify and mitigate healthcare inequities, and that starts with providing an inclusive, supportive environment for our physicians. We encourage applicants of any race, color, religion, sex, sexual orientation, gender identity, or national origin who value diversity and will commit to practicing culturally competent healthcare.External hires must pass a background check/drug screen.We are proud to be an equal opportunity/affirmative action employer

Keywords: Mid-Atlantic Permanente, Rockville , Meetings and Conferences Planner, Other , Rockville, Maryland

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