Executive Meeting Manager

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

Benefits offered by this job

Flexible benefits

Travel perks

Skills development

Inclusion groups

Job summary

American Express Global Business Travel is seeking an experienced pharma meeting planner to support executive-level programs in the United States. You will establish timelines, manage contracts, and coordinate cross-functional teams to ensure smooth delivery from kickoff to final billing.

Responsibilities include negotiating third-party contracts, tracking expenses, and delivering accurate forecasts. Applicants should have strong communication with C-suite clients, advanced Word/Excel skills,

Qualifications

• 5-7 years pharma meeting planning experience with at least 3 years supporting executive level meetings.
• 4-year degree preferred; CMP designation preferred.
• Ability to communicate efficiently with C-suite clients.
• Strong organizational and time-management skills.

Responsibilities

• Establish project timelines and workflows with client and suppliers.
• Manage program from contract turnover to final bill and forecasting.
• Negotiate hotel, DMC, air and third-party contracts; monitor cancellations.
• Coordinate IT and client web requirements; participate in site inspections.
• Review billing with accounting and ensure accurate invoicing.
• Present to clients as needed and propose process improvements.
• Monitor program budgets and track expenses; forecast financials.

Skills

Pharma meetings

Executive communication

Deadline-driven

Client relationship management

Education

4-year degree

CMP designation

Tools

Microsoft Word

Microsoft Excel

CVENT

Job description

United States

Full time

J-85692

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!