Meeting Planner - Pharma

American Express Global Business Travel; Helena (MT); Remote; USD 55,000 - 103,000; Full time

Job summary

A global travel management company based in the United States seeks an experienced Event Planner to act as the primary client liaison for pharmaceutical meetings. You will manage project timelines, ensure financial accuracy, and maintain strong relationships with clients. Ideal candidates should have 5-7 years of meeting planning experience and exceptional communication skills. This position requires flexibility with up to 40% travel.

Benefits

Flexible benefits

Travel perks

Access to learning courses

Qualifications

• 5-7 years meeting planning experience with at least 3 years supporting Pharmaceutical business.
• Advanced oral and written presentation skills required.
• Must be able to work east coast hours to align with partners.

Responsibilities

• Complete project timeline for handling program details.
• Responsible for accurate program financial management.
• Maintain communication with clients to ensure satisfaction.

Skills

Meeting planning

Effective communication

Flexibility

Technology aptitude

Presentation skills

Education

4-year degree

Tools

CVENT

MS Word

MS 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.

A Pharma - Event Planner functions as primary client liaison and lead for assigned pharmaceutical meetings for a global client. Working closely with the client contacts to understand and meet program objectives/outcomes.

What You’ll Do

PROCESS MANAGEMENT

• Complete project timeline: establish a workflow schedule to facilitate timely and accurate handling of all program details.
• Use business program management system to lead 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.
• Coordinate 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 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 meetings or events 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 happiness.
• Partner with third party suppliers to arrange their services.
• Conduct regularly scheduled status meetings with client and partners 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 positive relationships with multiple contacts within client and supplier organizations.

FINANCIAL MANAGEMENT

• 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 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.
• Monitor foreign exchange rates for sharp fluctuations which may impact the budget.

What We’re Looking For

• Required: 5-7 years meeting planning experience with at least 3 years supporting Pharmaceutical business.
• Pharmaceutical Congress experience is a plus.
• 4-year degree preferred. CMP 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 aptitude for technology and/or software solutions.
• Experience with meeting industry technology a plus (CVENT). And MS Word/Excel experience (advanced level).
• Advanced oral and written presentation skills required.
• Ability to travel by airplane, boat, rail and/or car with travel up to 40%.
• Must be able to work east coast hours to align with partners

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 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.

In addition to base salary, the anticipated range of which is posted above, this role is eligible for a discretionary annual bonus which rewards participants based on individual and/or company performance.

For information about our comprehensive US benefits programs and eligibility, please review our Benefits-at-a-Glance document.

Benefits at a glance (https://explorer.amexglobalbusinesstravel.com/rs/346-POJ-129/images/GBT_2023BenefitsAtAGlance_Without_Rates_Final.pdf)

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.

Click Here (https://explorer.amexglobalbusinesstravel.com/rs/346-POJ-129/images/Additional%20Disclosures%20in%20Accordance%20with%20the%20LA%20County%20Fair%20Chance%20Ordinance.pdf?version=2) for Additional Disclosures in Accordance with the LA County Fair Chance Ordinance.

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!

Click Here to Learn More (https://www.amexglobalbusinesstravel.com/careers/)