Congress Planner

travelhrportal; United States; On-site; USD 55,000 - 103,000; Full time

Benefits offered by this job

Flexible benefits

Travel perks

Job summary

Amex GBT is seeking an Ancillary Space and Support Specialist to lead pharma congress programs, coordinate ancillary spaces, and provide on-site logistics. This role requires close collaboration with clients and suppliers, including contract management and travel planning.

The ideal candidate has 3-5 years in meeting planning with pharma exposure, strong communication skills, and proficiency with CVENT and MS Office. Travel up to 40% is expected and CMP designation is a plus.

Qualifications

• 3-5 years meeting planning experience with Pharma exposure.
• CMP designation preferred; strong communication at all levels.
• Proficient with MS Word/Excel and event tech tools.
• Willingness to travel up to 40%.

Responsibilities

• Lead primary liaison for assigned pharmaceutical congresses and clients.
• Coordinate ancillary meeting spaces, AV, catering, and on-site support.
• Negotiate hotel needs, contracts, and manage program timelines.
• Maintain records and forecast program financials with teams.

Skills

Meeting planning

Pharma industry knowledge

Effective communication

Timely deadline adherence

Education

4-year degree preferred

CMP designation preferred

Tools

CVENT

Microsoft Word

Microsoft Excel

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.

Job Description

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:

• Complete project timeline: establish a workflow schedule with client and suppliers to facilitate timely and accurate handling of all program/congress details
• Use business program management system to run program from contract turn-over meeting to final bill completion.
• Handle and negotiate any additional hotel needs, Congress needs, destination management company (DMC), air and all third-party contracts. Monitor attrition dates, cancellation policies to ensure contracted services are performed.
• Communicate between Information Technology support and clients for web requirements on assigned programs.
• 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. Conduct program debrief with client.
• Maintain accurate records, system input, and complete file management as outlined in Amex GBT M&E and client policies and procedures for ToV reporting.
• Evaluate program impact and reassesses objectives and outcomes, plan for continuous improvement.
• Partner with designated team to communicate registration, air needs, status meetings and continuous communication throughout program. Able to assist with any level of Congress meeting or event including those of a sophisticated nature, large volume, high level of confidentiality, international scope, HCP attended, etc.
• Promote positive team environment as a positive role model. Maintain proactive, positive, open line of communication with client to ensure understanding of expectations and client happiness.
• Act as lead, communicate program requirements to team as needed; work closely with support departments to exceed client requirements and objectives.
• Conduct regularly scheduled status meetings with client and stakeholders from pre-launch through program operation and ensures program objectives are performed. May be requested to lead VIP special projects and oversee VIP logistics. Develop strong 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.
• Work with leader to forecast overall program financials and ensure monthly tracking for actual.

What We're Looking For:

• REQUIRED: 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

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 fligh