Congress Planner

American Express Global Business Travel; Saint Paul (MN); On-site; USD 55,000 - 103,000; Full time

Job summary

American Express Global Business Travel is seeking an Ancillary Space and Support Specialist to act as primary liaison for pharmaceutical congresses, coordinating meeting rooms, AV, catering, and on-site support with travel up to 40%.

You will lead end-to-end planning for meetings, manage budgets and timelines, and partner with clients and internal teams to deliver high-quality, confidential events.

Qualifications

• 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 professionally with all management levels and clients.
• Proficient with technology and software solutions; analytical skills required.
• Advanced Word and Excel experience.

Responsibilities

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

Skills

Meeting planning

Pharma congress experience

CMP designation

CVENT

MS Word/Excel (Advanced)

Travel up to 40%

Education

4-year degree

CMP designation

Tools

CVENT

Microsoft Word

Microsoft Excel

Job description

United States

Full time

J-84895

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 (https://experience100.ehr.com/LinkClick.aspx?fileticket=CjACTXO3wMk%3d&portalid=66)

#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 (https://www.amexglobalbusinesstravel.com/gbt-recruitment-privacy-statement/) .

Click Here (https://explorer.amexglobalbusinesstravel.com/rs/346-POJ-129/images/Additional%20Disclosures%20in%20Accordance%20with%20the%20LA%20County%20Fair%20Chance%20Ordinance.pdf?version=2) for Additional Disclosures in Accordance with the LA County Fair Chance Ordinance.