Director of Meeting & Event Planning (DC Metro area-based)

Job Summary

This is a DC Metro area-based position. The Director of Meeting & Event Planning will be responsible for overseeing KAI's Meeting & Event Planning Service Line. The Director will manage the meeting planning staff and be responsible for developing and managing KAI's meeting and logistics processes, protocols, and systems. The Director will maintain, refine, and implement KAI's existing procedures, as required, to meet the needs of the service line. In addition, the Director will be available to serve as a Project Director for meetings, contracts, and to oversee the logistics management for multiservice projects. The Director will be actively involved in the development of the service line by working with the business development team to identify and secure new Federal, nonprofit, and private sector contracts.

Essential Job Functions:

Service Line Director Role

1. Regularly analyze, monitor, and consult on the portfolio of KAI meetings and events.

1. Ensure Quality Assurance/Quality Control (QA/QC) of all contract activities, products and deliverables.

1. Define procedures for work within the Service Line Group (create written procedures; train staff on procedures; and monitor compliance with procedures).

1.  Define clear roles and responsibilities for everyone in the Service Line Group, and supervise, monitor, and evaluate group members.

1. Manage some contracts, assuming PM and PD duties, as needed.

1. Work collaboratively with the Business Development Service Line (help maintain service line marketing tools, such as fact sheets, project summaries, and project slides).

1. Attend leadership meetings and retreats as required.

Corporate Monitor Role

1. Monitor for Contract Compliance
   • Hold biweekly meetings with PM to review contract cost, workplan, deliverables, quality and billable hours
   • Alert KAI EMT of contract modification issues, late deliverables, cost issues or concerns
   • Review and approve travel, consultants, subcontracts, and related invoices

1. Advocate for the Project, the PM and the project team
   • Provide mentoring, coaching, and insights.
   • Help PM find substantive (topic specific) resources as needed.
   • Participate in the PM performance evaluation

1. Ensure project priority among other projects within KAI
   • Advocates for KAI resources to address project needs, priorities, and resources.
   • Attends ICM with the PM.

1. Point of Contact for the client on concerns or Issues
   • Attends client 'kick-off' meeting with PM and client.
   • Checks in with Government Project Officer (GPO) from time to time regarding GPO satisfaction with project.
   • Contacts COO and the EMT regarding any risk issues.

1. Address and manage risk reduction for KAI
   • Reviews risk management matrix with PM.
   • Instructs PM about risk management, incident reporting, and KAI code of conduct
   • Oversees QC of project.

Secondary Job Functions

• Participate in, and present at, corporate retreats and gatherings, as needed.

Demands/Complexity

• Work in a fluid and, at times, high stress environment where meeting and event deadlines and clear and accurate communication is critical.
• Work across service lines to ensure that internal and external clients can meet their contracted meeting and event deliverables.
• Provide initiative on all meeting and event related planning and provide overall guidance and consultation on all meeting and event related activities, with final decision-making authority on meeting and event related issues, as necessary.

Supervisory Responsibility

• Responsible for hiring, supervising, monitoring, evaluating, and mentoring members of the Meeting and Event Planning Team (MEPT).
• Provide recommendations on employment decisions, and disciplinary decisions, as necessary, in accordance with KAI policy.
• Provide guidance to the PM and MEPT members on working with existing contract staff on pre, onsite, and post meeting and event tasks.

Contact with Others

• Communicate and work collaboratively with internal and external stakeholders and clients, such as agency Project Officers and officials, contract officers, planning committee members, organizational planners, Convention and Visitors Bureaus, hotel and venue personnel, and colleagues in a professional and helpful manner.
• Contact with others may include one-on-one or group interaction, and include telephone, conference call, webinar, and presentation mediums.
• Communication may include simple or complex negotiations, and the review, transmittal, and storage of proprietary or agency sensitive information, confidentially, and responsibly.

Specific Job Skills

• Successfully plan and budget a variety of meetings, events, conferences, trainings, etc.
• Manage, monitor, evaluate, and mentor a diverse team of MEPT members.
• Successfully interface with internal and external clients through interpersonal, telephone, and email communication, and work with a diverse group of junior and experienced staff.
• Forecast, document, and monitor a portfolio of meetings and events for various PMs and PDs.
• Work independently, and in group settings, efficiently.
• Revise or develop policies and procedures related to meeting and event management, with strong technical writing skills.
• Quickly and efficiently utilize meeting and event related software, such as EventBrite, virtual platforms such as Zoom, Whova, EventPower, Communique, Notified, as well as internal contract and time management software, such as Deltek, Smartsheet, and SharePoint.
• Ability to understand, and explain, Federal Travel Regulation (FTR) information, and Americans with Disability Act information, and other regulatory information as related to meeting and event management.

Education and Experience

• Bachelor's degree in business, hospitality, or related field.
• Minimum of 8 years’ experience in event planning and management - to include at least 4 years in Federal meeting and conference planning.
• Minimum of 4 years’ experience in virtual or hybrid meeting management.
• Federal sector experience required.
• Prior management experience, including the coordination, negotiation, evaluation, and mentoring of teams of 2 or more staff.
• Certified Government Meeting Professional (CGMP) preferred.
• Certified Meeting Professional (CMP) certification required.
• Thorough knowledge and understanding of government requirements and regulations related to events, travel and logistics.
• Knowledge of FTR’s (Federal Travel Regulations) and the American Disabilities Act 508 compliance.

Job Conditions

This position includes a combination of remote work and travel. A dedicated space within the home and reliable access to high-speed internet are required. Equipment essential to the position will be provided, including a computer with MS Office installed. 

This position requires extensive computer work, as well as video, email, and phone communication. Frequent interruptions are possible, and overtime may be required for certain projects. 

Travel is required and, during peak meeting and event months, may be extensive, requiring frequent overnight and, at times, weekend travel to and from meeting and event locations, as deemed necessary.

Disclaimer

This job description is not to be construed as an exhaustive list of all responsibilities, duties, and skills required for this position. All KAI employees may be required to perform duties outside of their normal responsibilities from time to time, as needed, to meet the ongoing needs of the organization. 

Benefits Overview

• 80% company paid medical insurance premiums; portion of family paid
• 50% company paid dental insurance premiums; portion of family paid
• Vision insurance
• $50K life insurance
• Partial internet reimbursement
• 100% remote work
• Matching 401(k)
• Employee Assistance Program

Fully Remote (Must reside in the DC Metro area)