Junior Congress Planner / Congress Coordinator

Amex GBT Job Opportunity

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.

Job Responsibilities

Function as primary client liaison and lead for assigned pharmaceutical congresses for global client. Work closely with client contact to understand and meet program objectives / outcomes. The Congress planner manages the day-to-day planning and execution of congress activities. This includes coordinating schedules, managing speaker logistics, and ensuring all materials and resources are prepared for the event. The role also involves liaising with internal and external stakeholders to ensure a seamless experience for attendees and compliance with client standards. Must also be able to travel up to 40%.

Key Tasks

• Complete project timeline : establish a workflow schedule with client and suppliers to facilitate timely and accurate handling of all program / congress details.
• Use business program management system to run program from contract turn-over meeting to final bill completion.
• Handle 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.
• 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.
• Maintain accurate records, system input, and complete file management as outlined in Amex GBT M&E and client policies and procedures for ToV reporting.
• Evaluate program impact and reassesses objectives and outcomes, plan for continuous improvement.
• Partner with designated team to communicate registration, air needs, status meetings and continuous communication throughout program.
• Able to assist with any level of Congress meeting or event including those of a sophisticated nature, large volume, high level of confidentiality, international scope, HCP attended, etc.
• 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.
• Conduct regularly scheduled status meetings with client and stakeholders from pre-launch through program operation and ensures program objectives are performed.

Qualifications

3 or more years of experience with Congress event planning. Solid understanding of Cvent. Interest in data and detail oriented. Excellent skills in customer interactions. Organized and strong communication skills. Ability to travel. Amount of time may be minimal or up to 40% of time. Availability to start in position by early February.

Location

United States The US national base salary range for this position is from $55,300.00 - $102,700.00. The national range provided includes the base salary that GBT expects to pay for the role. Actual base salary will be based on factors including the scope and complexity of the role and the successful candidate's relevant experience, skills, knowledge, and work location. In addition to base salary, this role is eligible for a discretionary annual bonus which rewards participants based on individual and / or company performance.

Benefits

Flexible benefits are tailored to each country and start the day you do. These include health and welfare insurance plans, retirement programs, parental leave, adoption assistance, and wellbeing resources to support you and your immediate family. Travel perks : get a choice of deals each week from major travel providers on everything from flights to hotels to cruises and car rentals. Develop the skills you want when the time is right for you, with access to over 20,000 courses on our learning platform, leadership courses, and new job openings available to internal candidates first.

Inclusion

We strive to champion Inclusion in every aspect of our business at Amex GBT. You can connect with colleagues through our global INclusion Groups, centered around common identities or initiatives, to discuss challenges, obstacles, achievements, and drive company awareness and action.

Equal Opportunity

All applicants will receive equal consideration for employment without regard to age, sex, gender (and characteristics related to sex and gender), pregnancy (and related medical conditions), race, color, citizenship, religion, disability, or any other class or characteristic protected by law.