Pharmaceutical Meeting Planner

American Express Global Business Travel; España; On-site; EUR 60,000 - 80,000; Full time

Benefits offered by this job

Flexible benefits

Travel perks

Learning platform access

Job summary

American Express Global Business Travel (Amex GBT) is seeking an experienced Live Meetings & Events professional in Spain to manage pharmaceutical congresses and high-impact events. You will liaise with clients, suppliers, and internal teams to ensure flawless execution from contract through final billing.

You will coordinate timelines, budgets, and logistics, negotiate contracts, conduct site visits, and supervise cross-functional teams.

Qualifications

• 3–5 years of meeting planning experience with at least 2 years supporting pharmaceutical meetings/congresses with 100+ HCP delegates.
• Experience with major pharmaceutical congresses (ASCO, ESMO, or similar).
• Advanced proficiency in Word and Excel with experience in meeting industry technology (CVENT preferred).
• Advanced oral and written presentation skills with ability to communicate effectively at all management levels.
• Proven ability to work accurately, meet tight deadlines, manage multiple projects, and handle change with flexibility.
• 4-year degree and/or CMP designation preferred.
• Willingness and ability to travel up to 40% by airplane, boat, rail, and/or car if requested.

Responsibilities

• Serve as the primary client liaison for pharmaceutical meetings and congresses, managing all aspects from contract execution through final billing.
• Establish project timelines and coordinate with clients and suppliers to ensure accurate handling of all program details.
• Negotiate and manage hotel, congress, DMC, air travel, and third-party contracts while monitoring attrition and cancellation policies.
• Conduct site inspections, produce detailed program itineraries, and coordinate all program logistics and materials.
• Manage overall program budgets, forecast financials, and audit billing for accuracy while communicating budget updates to clients.
• Lead cross-functional teams and maintain proactive communication with stakeholders through regular status meetings.
• Handle multiple projects simultaneously while maintaining accuracy, meeting deadlines, and exceeding client objectives.
• Evaluate program impact, conduct debriefs, and identify opportunities for continuous improvement.
• Manage VIP logistics and special projects as requested by leadership.

Skills

Meeting planning

Pharma congresses

Word & Excel

Presentation skills

Project management

Analytical skills

Travel readiness

CVENT (preferred)

Education

Bachelor’s degree

CMP designation

Tools

CVENT

Job description

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.

The American Express Global Business Travel Meetings & Events team is dedicated to creating exceptional pharmaceutical congresses and meetings that drive meaningful outcomes for our global clients. We work at the intersection of strategy, logistics, and relationship management—partnering closely with pharmaceutical companies to design and execute sophisticated, high-impact events. If you thrive in a fast-paced environment where attention to detail meets creative problem-solving, and you’re passionate about delivering excellence in the pharma space, this is the role for you.

What You’ll Do on a Typical Day

• Serve as the primary client liaison for pharmaceutical meetings and congresses, managing all aspects from contract execution through final billing
• Establish project timelines and coordinate with clients and suppliers to ensure accurate handling of all program details
• Negotiate and manage hotel, congress, DMC, air travel, and third-party contracts while monitoring attrition and cancellation policies
• Conduct site inspections, produce detailed program itineraries, and coordinate all program logistics and materials
• Manage overall program budgets, forecast financials, and audit billing for accuracy while communicating budget updates to clients
• Lead cross-functional teams and maintain proactive communication with stakeholders through regular status meetings
• Handle multiple projects simultaneously while maintaining accuracy, meeting deadlines, and exceeding client objectives
• Evaluate program impact, conduct debriefs, and identify opportunities for continuous improvement
• Manage VIP logistics and special projects as requested by leadership

What We’re Looking For:

• REQUIRED:3-5 years of meeting planning experience with at least 2 years supporting pharmaceutical meetings/congresses with 100+ HCP delegates
• REQUIRED:Demonstrated experience with major pharmaceutical congresses (ASCO, ESMO, or similar)
• Advanced proficiency in Microsoft Word and Excel with experience in meeting industry technology (CVENT preferred)
• Advanced oral and written presentation skills with ability to communicate effectively at all management levels
• Proven ability to work accurately, meet tight deadlines, manage multiple projects, and handle change with flexibility
• Strong analytical and problem-solving skills with demonstrated technology aptitude
• 4-year degree and/or CMP (Certified Meeting Professional) designation preferred
• Willingness and ability to travel up to 40% by airplane, boat, rail, and/or car if requested

Location

Spain

The #TeamGBT Experience

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!

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.

Furthermore, we are committed to providing reasonable accommodation to qualified individuals with disabilities. Please let your recruiter know if you need an accommodation at any point during the hiring process. For details regarding how we protect your data, please consult the Amex GBT Recruitment Privacy Statement.

What if I don’t meet every requirement?

If you’re passionate about our mission and believe you’d be a phenomenal addition to our team, don’t worry about "checking every box;" please apply anyway. You may be exactly the person we’re looking for!