Meeting Manager

American Express Global Business Travel; Haryana; On-site; INR 2,500,000 - 4,000,000; Full time

Job summary

Amex GBT Gurgaon is seeking an experienced events professional to lead complex meetings and high-end outbound events. You will manage proposals, vendor contracts, and program logistics while collaborating with clients and hoteliers. The role requires strong communication and travel industry know-how.

Travel up to ~40% and a focus on delivering memorable experiences, cost savings, and flawless execution across APAC and other regions. This is a full-time, on-site role based in Gurgaon, India.

Qualifications

• 8 years of past meeting planning skills and deep travel industry knowledge.
• Contract knowledge/negotiation experience and detailed event planning.
• Experience working with international hotels and suppliers.

Responsibilities

• Research destinations, hotels, suppliers for client proposals under guidance.
• Manage project timelines, workflows and billing for programs from sourcing to final bill.
• Negotiate hotel, DMC, air and third-party contracts and monitor policies.
• Coordinate registrations, materials, site inspections and program itineraries.
• Handle program budgeting, billing accuracy and supplier payments.
• Travel to APAC destinations to support client site inspections and operations.
• Develop SOPs, process improvements and performance forecasts for programs.
• Maintain relationships with clients and key suppliers; track expenses and results.

Skills

Meeting planning

Vendor management

Contract negotiation

Budget management

Stakeholder communication

Education

CMP/SMMP preferred

Tools

Cvent

Lanyon

Microsoft Excel

PowerPoint

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.

What You’ll Do

• Researches information on destinations, hotels, suppliers, venues, etc. for the development of client proposals with the direction of the meeting owner and/or Sourcing Manager and compiles and organizes information to develop the final proposal
• Complete project timeline; establishes a work flow schedule with client and suppliers to facilitate prompt and accurate handling of all program details and applies designated business program management system to handle program from sourcing meeting to final bill completion
• Handles and negotiates any additional hotel needs, destination management company (DMC), air and all third-party contracts. Monitors attrition dates, cancellation policies and ensures contracted services are accomplished
• Coordinates web registration support on assigned programs , work with creative team to produce program materials and coordinates and attend site inspections as needed
• Coordinates all program details and produces a program itinerary / working agenda that outlines all program specifics and requirements , conduct program debrief with client and provide full briefing report post event
• Works with accounting to complete final bill, reviews final billing prior to final invoicing to client and maintains accurate records, system input, and complete file management as outlined in client policies and procedures
• Evaluates program impact and reassesses objectives and outcomes; plan for continuous improvement and partners 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 complex nature, large volume, high level of confidentiality, etc and identifies, develops, and ensures implementation of SOP's and standard practices and process improvements
• Develops service recovery plans for events, ensures the plans are implemented, and improvement goals are achieved or exceeded and outlines strategy and communication plan for client and internal presentation purposes
• Evaluates impact of events and reassesses objectives and outcomes; plans for continuous improvement, responsible for working within the designated meeting technology tool and may be asked to make recommendations about tool/process enhancements and responsible for accurate program forecasting and updating business management systems with accurate financial information as needed
• Handles overall program budget, reviews and audits all program related billing for accuracy. Tracks and reports expenses to clients and communicates changes to them on a consistent basis , initiate and reconcile supplier payments and works with leader to forecast overall program financials and ensure monthly tracking for actual
• Works on special projects as assigned by leadership and may require travel to destinations, primarily in the APAC region, in support of client site inspections and/or program operations
• Keep tabs on 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 and handling multiple projects/demands effectively

What We're Looking For

• Graduate with 8 years of past meeting planning skills are required with excellent understanding of the travel industry and event planning process to include contract knowledge/ negotiation experience, detailing of events, cost savings and demonstrating supplier relationships
• CMP/SMMP preferred
• Experience working with international hotels and expertise in food, wine, travel and hospitality services
• Extensive experience in planning high-end outbound events at top venues with strong knowledge of leading venues/restaurants, DMCs, and other suppliers
• Shown experience in project management of meetings and strong relationship with hoteliers
• Ability to communicate effectively and professionally with all levels of management and clients
• Understanding of current business and social etiquette
• Ability to work accurately and timely – in order to meet deadlines and ability to be flexible and handle change well
• Analytical skills required and Microsoft Word, Excel and PowerPoint experience – Intermediate level
• Experience with meeting industry technology a plus (i.e. Cvent, Lanyon)
• Advanced oral and written presentation skills required
• Ability to travel internationally. Estimated travel – approximately 40%

Location

Gurgaon, India

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;