Sr. Events / Meeting Planner
Oakland, CA
Kaiser Permanente is seeking a Sr. Events/Meeting Planner who under varied levels of supervision provides expert consulting to internal clients in support of multifaceted meetings, conferences, sponsorships, trade shows and/or special events. Consults with Unit Supervisor and/or Manager in support of meetings, conferences, sponsorships, trade shows and/or special events. Meeting results must meet multiple objectives as well as demonstrate appropriate and consistent application of Kaiser Permanente brand identity standards.
Essential Functions:
- Consults with clients and often leads planning committees to identify key issues, establish strategic direction, facilitate problem-solving and get decisions made
- Exercises considerable independent judgment in allocating time and budget resources to achieve meeting outcomes
- Develops overall work plan including timeline and budget, tracks and reports progress, evaluates results for client to ensure that meeting solutions are appropriate for the targeted audience, meet client's financial and strategic objectives, and are consistent with department guidelines
- Consults with client by researching and recommending meeting themes, sites and special event activities that support their objectives; oversees all logistics planning and execution
- Independently negotiates contracts with vendors or sponsors on behalf of clients to obtain the best value and reduce risk to KP
- Oversees meeting and event expenditures to stay within or below budget
- Coordinates recharges and post meeting reporting of final budget and cost savings/cost avoidance
- Oversees the content development of on-line registration website, invitations, speaker presentations and all other collateral ensuring that materials are professional and appropriately reflect brand standards
- Independently negotiates and arranges audio visual technical support, production ad staging for meetings and events
- Updates/maintains and develops department databases
- Leads efforts to improve departmental processes, with particular attention to project management
- Models best practices for efficiency, timeliness, and accuracy
- Trains new staff
- Provides direction and leadership to on-site execution team as well as direct support and liaison with client on desired program facilitation
- Individual leads projects and interfaces directly with clients
- Represents LOB in a client facing role
- Makes decisions on behalf of program and client
- Negotiates with outside vendors for greatest cost savings
- Manages programs independently or leads team
- Must exhibit quick and responsive problem solving both in meetings and onsite management
- May interact with managers, executive consultants, Directors
- Must be confident and able to communicate up to Executive level in meeting atmosphere and onsite production and meeting facilitation
- May be privy to sensitive content and conversations both in meeting and planning environments
- Must be professional and exhibit a heightened level of diplomacy
- No direct reports but may be asked to mentor or train Planner I or new employees
Qualifications:
Basic Qualifications:
- Minimum five (5) - eight (8) years of related experience in the meeting industry as a planner or supplier of meeting services
- Bachelor's degree in communications, marketing or hotel management preferred OR equivalent experience
- Must demonstrate high level of complex, multi-faceted projects and ability to work well in a team environment
- Highly skilled in contract negotiations with knowledge of current legal principles and practices associated with contract negotiation.
- Ability to negotiate contracts with external vendors
- Highly skilled in developing and tracking meeting budgets
- Thorough familiarity with Microsoft Office Excel, SignUp4, Filmmaker Pro, PowerPoint and other typical office software applications preferred
- Superior verbal, written and interpersonal skills
- Success in a collaborative, cross-functional and multi-cultural work environments
- Understanding of accounting & budgetary processes - Highly skilled in developing and tracking meeting budget
- Proficiency in virtual and social media environments
- A do what it takes attitude
- Ability to build relationships and coach event teams, supervise staff, delegate, and work with others under aggressive timeframes and stressful situations
- Interest and experience working extended hours and with frequent travel as needed
- CMP preferred
Other related experience includes health care project management, non-profit fundraising, marketing, communications, hotel or convention services, trade show and exhibition services.
An individual should have the following core behaviors:
- Champions Innovation and Change
- Collaborates
- Communicates Effectively
- Develops Self/Others
- Drives for Results
- Focuses on the Customer
- Takes Accountability
- Demonstrates Business Acumen
- Exerts Influence
- Emotional Intelligence*
- Thinks & acts strategically
- Solves problems planning & analysis
- Leverages technology
- Pays attention to detail
External hires must pass a background check/drug screen.
We are proud to be an equal opportunity/affirmative action employer.