Meeting Manager - Pharma/ Life Science

American Express Global Business Travel (GBT); United States; On-site; USD 55,000 - 103,000; Full time

Benefits offered by this job

Flexible benefits

Travel perks

Skills development resources

Inclusion initiatives

Job summary

Amex GBT is seeking a Meeting Manager in the United States to lead meeting programs from contract through final billing, ensuring exceptional service for pharma-related events. You will coordinate with suppliers, IT, and the creative team to deliver comprehensive program materials and itineraries.

Ideal candidates have pharmaceutical congress experience, CMP or related credentials, and a 4-year degree preference, with the ability to travel up to 40%.

Qualifications

• Minimum of six years in hospitality with Pharma experience.
• Pharmaceutical Congress experience a must.
• CMP preferred.
• 4-year degree preferred.
• Ability to communicate effectively with all levels of management and clients.
• Flexibility to travel up to 40%.

Responsibilities

• Lead program planning from contract execution to final billing.
• Negotiate hotel needs, DMCs, air and third-party contracts; monitor attrition and cancellation policies.
• Coordinate IT and client communications for web requirements and program materials.
• Attend site inspections and produce program itineraries and agendas.
• Manage final billing with accounting and ensure accurate records.

Skills

Pharma congress

Communication skills

Presentation skills

Travel flexibility

Education

CMP preferred

4-year degree preferred

Tools

CVENT

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.

As a Meeting Manager, you'll work closely with clients to understand and deliver on their meeting program goals. Working closely with your team, you'll lead program planning from contract execution to final billing, while providing unparalleled levels of customer service on all travel programs.

What You'll Do:

PROCESS MANAGEMENT:

• Complete project timeline: establish a workflow schedule with client and suppliers to facilitate prompt and accurate handling of all program details.
• Utilize business program management system to manage program from contract turn-over meeting to final bill completion.
• Manage 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 executed.
• Communicate between Information Technology support and clients for web requirements on assigned programs.
• Work with creative team to produce program materials for corporate events, including marketing events.
• 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.
• May conduct program debrief with client.
• Work with accounting to complete final bill, review final billing prior to final invoicing to client.
• Maintain accurate records, system input, and complete file management as outlined in Amex GBT and client policies and procedures.
• 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.

LEADERSHIP AND RELATIONSHIP MANAGEMENT:

• Provide leadership to team and 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 satisfaction.
• Act as lead, communicate program requirements to team as needed; work closely with support departments to exceed client requirements and objectives.
• Partner with third party suppliers to arrange their services.
• Conduct regularly scheduled status meetings with client and stakeholders from pre-launch through program operation and ensures program objectives are executed.
• May be requested to manage C-level, VIP special projects and oversee VIP logistics.
• Develop strong relationships with multiple contacts within client and supplier organizations.
• May participate in client presentations as requested.
• Review processes and offer solutions/additions as needed.

FINANCIAL MANAGEMENT:

• Responsible for accurate program forecasting and updating business management systems with accurate financial information as needed.
• Manage 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.
• Monitor foreign exchange rates for sharp fluctuations which may impact the budget.

MISCELLANEOUS RESPONSIBILITIES:

• Work on special projects as assigned by the Director or Operations Manager and/or client.
• May require travel to destinations worldwide, in support of client site inspections and/or program operations.
• Keep abreast of industry standards and trends related to responsibilities.
• Develop and maintain key client and supplier relationships.
• Develop and maintain knowledge of M&E technology and/or software solutions.
• Handle multiple projects/demands effectively.

What We're Looking For

• Minimum of six (6) years in the hospitality industry with related experience with at least 4 years supporting Pharma business.
• Pharmaceutical Congress experience a must
• CMP preferred.
• 4-year degree preferred
• Ability to communicate effectively and professionally with all levels of management and clients.
• Ability to work accurately and timely.
• Ability to be flexible and handle change well.
• Proven aptitude for technology and/or software solutions.
• Experience with meeting industry technology a plus (CVENT)
• Advanced oral and written presentation skills required.
• Flexibility to travel onsite when needed. - 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.

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 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.

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