Meeting Manager - Pharma/ Life Sciences

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

Job summary

Amex GBT is seeking a seasoned Meetings Planner to lead pharmaceutical program projects for global clients. You will work closely with client contacts to understand objectives and ensure successful outcomes across complex meetings and events.

Responsibilities include coordinating timelines, negotiating contracts with hotels and DMCs, managing budgets, and maintaining records. Travel up to 40% may be required for international programs.

Qualifications

• 5-7 years meeting planning experience with pharma focus.
• CMP designation preferred.
• Bachelor's degree; CMP preferred.

Responsibilities

• Coordinate program timelines with customers and vendors.
• Negotiate hotel needs, DMC, air and third-party contracts.
• Communicate IT needs and web requirements to clients.
• Prepare program itineraries and maintain records.
• Track program budgets and forecast financials.
• Support large, confidential, international congress meetings.

Skills

Meeting planning

Pharma experience

Budget management

Vendor coordination

Communication skills

Travel readiness

Education

Bachelor's degree

CMP designation

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. Function as primary client liaison and lead for assigned pharmaceutical meetings for global client. Work closely with client contact to understand and meet program objectives/outcomes.

What You'll Do

• Complete project timeline: establish a workflow schedule coordinating with customers and vendors to facilitate timely and accurate handling of every aspect of the program.
• 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 all program details and produce a program itinerary / working agenda that outlines all program specifics and requirements.
• Maintain accurate records, system input, and complete file management as outlined in Amex GBT Meetings and Events and client policies and procedures for ToV reporting.
• 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.

• Conduct regularly scheduled status meetings with client and stakeholders from pre-launch through program operation and ensures program objectives are performed.
• Develop strong relationships with multiple contacts within client and supplier organizations.

• Handle overall program budget, review, and audit all program related TOV billing for accuracy. Track and report expenses to clients and communicate changes on a consistent basis.
• Work with leader to forecast overall program financials and ensure monthly tracking for actual.

What We're Looking For

• 5-7 years meeting planning experience with at least 3 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.
• Ability to be flexible and handle change well.
• 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.

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. For details regarding how we protect your data, please consult the Amex GBT Recruitment Privacy Statement.