Congress Planner

American Express Global Business Travel; New York (NY); On-site; USD 55,000 - 103,000; Full time

Benefits offered by this job

Flexible benefits

Travel perks

Learning platform access

Inclusion groups

Job summary

Amex GBT in the United States seeks an Ancillary Space and Support Specialist to lead for global pharmaceutical congresses. You will secure meeting spaces, coordinate AV and catering, and provide on-site support to ensure flawless execution of supplementary activities.

You'll travel up to 40% and collaborate with clients and internal teams to manage agendas, budgets, timelines, and post-event debriefs, delivering high-quality, confidential service across complex events.

Qualifications

• 3–5 years meeting planning experience with pharma exposure.
• CMP designation preferred.
• 4-year degree preferred.
• Strong communication with all levels of management and clients.
• Proficiency in MS Word and Excel (advanced).
• Experience with meeting industry tech (CVENT) preferred.
• Strong oral and written presentation skills.
• Ability to travel up to 40%.

Responsibilities

• Manage end-to-end planning and execution of meetings, congresses, and events from kickoff through final billing.
• Build detailed project timelines and keep stakeholders on track to milestones.
• Coordinate hotel, venue, travel, and supplier arrangements, including contracts.
• Oversee event logistics and ensure services meet client expectations.
• Partner with clients and internal teams to develop event agendas and itineraries.
• Support registration, travel, and attendee management for a seamless experience.
• Lead client meetings and provide program updates throughout the lifecycle.
• Monitor budgets, forecasts, and financial tracking for successful delivery.
• Coordinate site visits, inspections, and post-event debriefs for improvements.
• Build strong relationships with clients, suppliers, and cross-functional teams.

Skills

Meeting planning

Pharma experience

Client communication

Deadline driven

Technology & analytics

Excel advanced

Presentations

Travel coordination

Education

Bachelor’s degree

CMP designation

Tools

CVENT

MS Word

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.

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. This role focuses on managing ancillary meeting spaces and providing logistical support for additional congress activities. Responsibilities include securing and coordinating meeting rooms, managing AV and catering needs, and ensuring all ancillary spaces meet customer requirements. The Ancillary Space and Support Specialist also provides on-site support to ensure smooth execution of all supplementary activities. Must also be able to travel up to 40%.

What You'll Do

• Manage end-to-end planning and execution of meetings, congresses, and events from kickoff through final billing.
• Build detailed project timelines and keep all stakeholders on track to meet key milestones and deadlines.
• Coordinate hotel, venue, travel, and supplier arrangements, including contract negotiation and management.
• Oversee event logistics and ensure all services are delivered according to client expectations and agreements.
• Partner with clients and internal teams to develop event agendas, itineraries, and program plans.
• Support registration, travel, and attendee management while ensuring a seamless participant experience.
• Lead regular client meetings, provide program updates, and maintain proactive communication throughout the event lifecycle.
• Monitor budgets, forecasts, and financial tracking to help ensure successful program delivery.
• Coordinate site visits, event inspections, and post-event debriefs to identify successes and opportunities for improvement.
• Build strong relationships with clients, suppliers, and cross-functional teams while delivering high-quality, confidential, and complex events.

What We're Looking For

• 3-5 years meeting planning experience with at least 2 years supporting Pharma business.
• Pharmaceutical Congress experience a plus.
• 4-year degree preferred. CMP designation preferred.
• Ability to communicate effectively and professionally with all levels of management and clients.
• Ability to work accurately and timely – to meet deadlines.
• Shown skills for technology and/or software solutions and analytical skills required.
• Microsoft Word and Excel experience – Advanced level
• Experience with meeting industry technology preferred (CVENT)
• Advanced oral and written presentation skills required.
• Ability to travel by airplane, boat, rail and/or car with travel up to 40%.

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 Amex 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.

For information about our comprehensive US benefits programs and eligibility, please review our Benefits-at-a-Glance document.

Benefits at a glance

The #TeamGBT Experience

• 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!