Join the Amex GBT Team as a Congress and Meeting Planner - Pharmaceutical
Amex GBT is a leading company in the travel industry, and we're looking for a passionate and experienced Congress and Meeting Planner to join our team. As a remote employee, you'll have the opportunity to work from anywhere while being part of a dynamic and innovative company. Our company culture values diversity, equity, and inclusion, and we're committed to providing a work environment that's supportive, collaborative, and inclusive.
About Amex GBT
Amex GBT is a place where colleagues find inspiration in travel as a force for good and - through their work - can make an impact on our industry. We're here to help our colleagues achieve success and offer an inclusive and collaborative culture where your voice is valued. Our company is built on a foundation of respect, integrity, and teamwork, and we're committed to providing a work environment that's engaging, challenging, and rewarding.
Job Summary
We're seeking a highly skilled and experienced Congress and Meeting Planner to manage Pharmaceutical Congress programs and meetings. As a primary client liaison, you'll be responsible for delivering exceptional customer service, managing program logistics, and ensuring that client objectives are met. This is a fantastic opportunity to join a dynamic team and take your career to the next level.
Key Responsibilities
- Function as primary client liaison and lead for assigned Pharmaceutical Congress programs or meetings
- Manage Pharmaceutical Congress meetings and events through the implementation of strategy, delivery of objectives, and execution of logistics
- Coordinate program planning from post-contract execution to final billing for Transfer of Value reporting
- Provide unparalleled levels of customer service on all programs
- Work closely with client contacts to understand and meet program objectives/outcomes
- Manage overall program budget, review and audit all program-related TOV billing for accuracy
- Track and report expenses to clients and communicate changes on a consistent basis
- Initiate and reconcile supplier payments
- Forecast overall program financials and ensure monthly tracking for actual
- Monitor foreign exchange rates for sharp fluctuations which may impact the budget
Process Management
- Complete project timeline; establish a work flow schedule with client and suppliers to facilitate timely and accurate handling of all program details
- Apply business program management system to handle program from contract turn-over meeting to final bill completion
- Run and negotiate any additional hotel needs, Congress needs, destination management company (DMC), air and all third-party contracts
- Monitor attrition dates, cancellation policies to ensure contracted services are performed
- Communicate between Information Technology support and clients for web requirements on assigned programs
- Work with creative team to produce program materials
- Coordinate and possibly attend site inspections as needed
- Coordinate all program details and produce a program itinerary/working agenda that outlines all program specifics and requirements
- Conduct program debrief with client
- Work with accounting to complete final bill, review final billing prior to final invoicing to client
Leadership and Relationship Management
- Provide leadership to team and promote positive team environment as a positive role model
- Maintain proactive, positive, open line of communication with client to ensure understanding of expectations and client happiness
- Act as lead, communicate program requirements to team as needed; work closely with support departments to exceed client requirements and objectives
- Partner with third-party suppliers to arrange their services
- Conduct regularly scheduled status meetings with client and stakeholders from pre-launch through program operation and ensures program objectives are performed
- May be requested to handle VIP special projects and lead all aspects of VIP logistics
- Develop positive relationships with multiple contacts within client and supplier organizations
- May participate in client presentations as requested
Financial Management
- Responsible for accurate program forecasting and updating business management systems with accurate financial information as needed
- Manage overall program budget, review and audit all program-related TOV billing for accuracy
- Track and report expenses to clients and communicate changes on a consistent basis
- Initiate and reconcile supplier payments
- Work with leader to forecast overall program financials and ensure monthly tracking for actual
- Monitor foreign exchange rates for sharp fluctuations which may impact the budget
Miscellaneous Responsibilities
- Work on special projects as assigned by team leadership
- May require travel to destinations worldwide, in support of client site inspections and/or program operations
- Keep abreast of industry standards and trends related to responsibilities
- Develop and maintain key client and supplier relationships
- Develop and maintain knowledge of technology and/or software solutions
- Balance multiple projects/demands effectively
Requirements
- 5-7 years of meeting planning experience with at least 3 years supporting Pharma business
- Pharmaceutical Congress experience required
- 4-year degree preferred
- CMP designation preferred
- Ability to communicate effectively and professionally with all levels of management and clients
- Neat and professional appearance
- Ability to work accurately and timely - in order to meet deadlines
- Ability to be flexible and handle change well
- Proven skills for technology and/or software solutions and analytical skills required
- Microsoft Word and Excel experience - Advanced level
- Experience with meeting industry technology required (CVENT)
- Advanced oral and written presentation skills required
- Ability to travel by airplane, boat, rail, and/or car with travel up to 40%
What We Offer
At Amex GBT, we're committed to providing a comprehensive benefits package that includes:
- Competitive salary range of $46,000 to $93,000
- Annual Performance-Based Incentive
- Flexible benefits tailored to each country
- Health and welfare insurance plans
- Retirement programs
- Parental leave
- Adoption assistance
- Travel perks
- Global tuition assistance
- Access to over 20,000 courses on our learning platform
- Leadership courses
- New job openings available to internal candidates first
Why Join Amex GBT?
At Amex GBT, we're passionate about creating a work environment that's inclusive, collaborative, and supportive. We value diversity, equity, and inclusion, and we're committed to providing opportunities for growth and development. As a Congress and Meeting Planner, you'll have the opportunity to work on exciting projects, develop key relationships, and take your career to the next level.
How to Apply
If you're a motivated and experienced Congress and Meeting Planner looking for a new challenge, we encourage you to apply. Please submit your application, including your resume and cover letter, and we'll be in touch to discuss this opportunity further.
Don't hesitate to apply! We value a great attitude and a willingness to learn above all. Submit your application today and take the first step towards a rewarding career with Amex GBT.
Apply Now