Meeting Planner II

Allegis Group•Hanover, MD

8h•Hybrid

About The Position

The Meeting Planner II plans, negotiates, and executes complex meetings, trainings, incentive programs, and events that support business objectives while protecting the organization financially and operationally. Success in this role is defined by flawless delivery under pressure, trusted partnership with stakeholders, and disciplined stewardship of budget, risk, and attendee experience across domestic and international programs. This role requires in-office presence at least 4 days per week and travel up to 25%, with some weekend work required.

Requirements

High School Diploma or equivalent
8–10+ years of experience in corporate travel, meetings, or event planning, including domestic and international programs
Proficient in Microsoft Word/Excel
Excellent interpersonal, written, and oral communication skills
Strong organizational skills and excellent attention to detail
Ability to multi-task and interact effectively in a team environment
Exceptional ability to work under pressure and meeting deadlines
Demonstrates proactive approaches to problem-solving with strong decision-making capability

Nice To Haves

Certified Travel Consultant (CTC) or similar certification

Responsibilities

Plan, negotiate, manage, and execute all aspects of meetings, trainings, incentive programs, and events—from small meetings to large-scale, multi-day programs
Serve as the primary point of contact for internal stakeholders across Operating Companies, adapting communication style and approach to meet varying needs
Deliver a high level of customer service by guiding stakeholders as a subject-matter expert and setting realistic expectations around timelines, feasibility, and cost
Negotiate contracts, manage attrition and cutoff dates, and mitigate financial and contractual risk
Act as a project manager by creating detailed workplans, tracking milestones, and coordinating cross-functional partners (Comms, Procurement, HR, Finance, Marketing, Leadership)
Build and manage event registration sites (e.g., Cvent) to capture attendee data, preferences, compliance needs, and reporting requirements
Coordinate attendee travel processes through integrated systems (e.g., Navan) and ensure accuracy across platforms
Prioritize and manage high volumes of work through effective multitasking, decision-making, and timeline management
Produce and analyze reports related to registration, attendance, financials, service levels, and system adoption
Monitor and follow up on registrations, including direct outreach when needed
Oversee food & beverage, agenda flow, room usage, and on-site logistics to balance experience quality with cost efficiency
Act as a financial steward by identifying cost-saving opportunities, sustainability considerations, and value-driven alternatives
Partner with Communications to deliver clear, comprehensive pre-event and onsite attendee communications
Manage on-site execution, including third-party staff and vendors, while serving as the operational leader during programs
Ensure safety, security, medical preparedness, and risk mitigation—especially for incentive and international programs
Reconcile invoices post-event, validate charges, and report financial outcomes to stakeholders and executive leadership
Track year-over-year spend, identify savings, and support continuous improvement efforts
Use advanced proficiency in event technology, Excel, and reporting tools to ensure operational accuracy and insight
Contribute creative ideas and experiential enhancements that elevate the overall attendee experience

Benefits

Medical, dental & vision
Hospital plans
401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
Life Insurance (Company paid Basic Life and AD&D as well as voluntary Life & AD&D for the employee and dependents)
Company paid Short and long-term disability
Health & Dependent Care Spending Accounts (HSA & DCFSA)
Transportation benefits
Employee Assistance Program
Tuition Assistance
Time Off/Leave (PTO, Allegis Group Paid Family Leave, Parental Leave)
The position is bonus eligible