Executive Meeting Manager

American Express Global Business Travel; Hartford (CT); On-site; USD 55,000 - 103,000; Full time

Benefits offered by this job

Flexible benefits

Travel perks

Professional development

Job summary

American Express Global Business Travel is seeking an experienced pharma meeting program manager to lead executive-level meetings for a global client, coordinating timelines, contracts, budgets, and billing. You will liaise with IT for web requirements and manage vendors to ensure quality delivery across sites.

Responsibilities include forecasting financials, auditing invoicing, and presenting solutions to clients.

Qualifications

• 5-7 years pharma meeting planning experience with at least 3 years supporting Executive level/C-Suite meetings.
• Ability to communicate efficiently with C-Suite level clients.
• Ability to work accurately and timely - to meet deadlines.
• Demonstrate strong skills for technology and/or software solutions and analytical skills required.

Responsibilities

• Establish project timelines with client and suppliers to facilitate timely handling of program details.
• Run program from contract turnover to final bill completion using the business program management system.
• Negotiate hotel needs, DMC, air and third-party contracts; monitor cancellation policies.
• Coordinate with IT for web requirements on assigned programs.
• Coordinate site inspections and conduct program debriefs with clients.
• Work with accounting to complete final billing and review invoices.
• Support client presentations and propose process improvements.
• Forecast and update financials in management systems; track expenses.
• Manage program budget, audit billing, and reconcile supplier payments as needed.

Skills

Executive communication

Project coordination

Budget management

Travel industry knowledge

Negotiation

Education

4-year degree

CMP designation preferred

Tools

CVENT

Microsoft Word

Microsoft Excel

Job description

United States

Full time

J-85692

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.

This role supports as a primary client liaison and lead for executive level meetings for global pharmaceutical client.

What You’ll Do

• Complete project timeline: establish a workflow schedule with client and suppliers to facilitate timely and accurate handling of all program 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, 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. Conduct program debrief with client.

• Work with accounting to complete final bill, review final billing prior to final invoicing to client.

• May participate in client presentations as requested. Review processes and offer solutions/additions as needed.

• Responsible for accurate program forecasting and updating business management systems with accurate financial information as needed.

• Handle overall program budget, review, and audit all program related billing for accuracy. Track and report expenses to clients and communicate changes on a consistent basis.

• May initiate and reconcile supplier payments. Work with leader to forecast overall program financials and ensure monthly tracking for actual.

What We’re Looking For

• 5-7 years pharma meeting planning experience with at least 3 years supporting Executive level/C-Suite meetings.

• 4-year degree preferred. CMP designation preferred.

• Ability to communicate efficiently and expertly with C-Suite level clients.

• Ability to work accurately and timely - to meet deadlines.

• Demonstrate strong 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.

• Present a polished and professional image consistent with organizational expectations.

• Availability to travel 25-40%.

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)

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 (https://www.amexglobalbusinesstravel.com/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!