Meeting Manager

American Express Global Business Travel

1d • $55,300 - $102,700

About The Position

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. Function as primary client liaison and lead for assigned programs. Lead meetings and events through the implementation of strategy, delivery of objectives and execution of logistics, while effectively working with clients. Responsible for coordination of program planning from post contract execution to final billing, while providing unparalleled levels of customer service on all travel programs. Works closely with client contact to understand and meet program objectives/outcomes. The scope of this position is dependent upon assigned account/programs. Scope of work will vary from client-to-client and program-to-program. Perform other duties as assigned by leadership. What You'll Do: Complete project timeline; establishes a work flow schedule with client and suppliers to facilitate timely and accurate handling of all program details. Use business program management system to run program from contract turn-over meeting to final bill completion. Manage and negotiate any additional hotel needs, final destination management company (DMC), air and all third party contracts. Monitor attrition dates, cancellation policies and ensure contracted services are performed. 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. May conduct program debrief with client. Work with accounting to complete final bill, review final billing prior to invoicing to client. Maintain accurate records, system input, and complete file management as outlined in Amex GBT M&E and client policies and procedures. Evaluate program impact and reassesses objectives and outcomes; plan for continuous improvement. Partner with designated team to communicate registration and air needs, status meetings and continuous communication throughout program. Able to assist with any level of event including those of a sophisticated nature, large volume, high level of confidentiality, international scope, etc. Source/Contract 3rd party suppliers Maintain proactive, positive, open line of communication with client to ensure understanding of expectations and client satisfaction. 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. Ensure program objectives are delivered. May be requested to manage VIP, C-Level special projects and lead all aspects of VIP logistics/Incentives Develop positive relationships with multiple contacts within client and supplier organizations. Review processes and offer solutions/additions as needed. 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 billing for accuracy. Track and report expenses to clients and communicate changes on a consistent basis. May initiate and reconcile supplier payments. Work with leader to forecast overall program financials to ensure monthly tracking for actual spend. Monitor foreign exchange rates for sharp fluctuations which may impact the budget. Work on special projects as assigned by the Director or Operations Manager. 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. Prioritize multiple projects/demands effectively

Requirements

• 2-5 years meeting planning experience preferred
• Ability to communicate effectively and professionally with all levels of management and clients.
• Neat and professional appearance.
• Advanced oral and written presentation skills required
• Ability to work accurately and timely – in order to meet deadlines.
• Ability to be flexible and handle change well
• Analytical skills required
• Microsoft Word and Excel experience – Intermediate level
• Advanced oral and written presentation skills required
• Ability to travel by airplane, boat, rail and/or car, 5-15% Travel possible

Nice To Haves

• Pharma, VIP, C-level type meeting planning preferred
• CMP preferred.
• 4 year degree preferred
• Experience with meeting industry technology a plus (CVENT).
• Microsoft Word and Excel experience – Intermediate level

Responsibilities

• Complete project timeline; establishes a work flow schedule with client and suppliers to facilitate timely and accurate handling of all program details.
• Use business program management system to run program from contract turn-over meeting to final bill completion.
• Manage and negotiate any additional hotel needs, final destination management company (DMC), air and all third party contracts.
• Monitor attrition dates, cancellation policies and ensure contracted services are performed.
• 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.
• May conduct program debrief with client.
• Work with accounting to complete final bill, review final billing prior to invoicing to client.
• Maintain accurate records, system input, and complete file management as outlined in Amex GBT M&E and client policies and procedures.
• Evaluate program impact and reassesses objectives and outcomes; plan for continuous improvement.
• Partner with designated team to communicate registration and air needs, status meetings and continuous communication throughout program.
• Able to assist with any level of event including those of a sophisticated nature, large volume, high level of confidentiality, international scope, etc.
• Source/Contract 3rd party suppliers
• Maintain proactive, positive, open line of communication with client to ensure understanding of expectations and client satisfaction.
• 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.
• Ensure program objectives are delivered.
• May be requested to manage VIP, C-Level special projects and lead all aspects of VIP logistics/Incentives
• Develop positive relationships with multiple contacts within client and supplier organizations.
• Review processes and offer solutions/additions as needed.
• 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 billing for accuracy.
• Track and report expenses to clients and communicate changes on a consistent basis.
• May initiate and reconcile supplier payments.
• Work with leader to forecast overall program financials to ensure monthly tracking for actual spend.
• Monitor foreign exchange rates for sharp fluctuations which may impact the budget.
• Work on special projects as assigned by the Director or Operations Manager.
• 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.
• Prioritize multiple projects/demands effectively

Benefits

• Work and life: Find your happy medium at Amex GBT. 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.
• 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.
• And much more!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level