Pharmaceutical Congress Meeting Planner

Global Business Travel Group; United States; Remote; USD 55,000 - 103,000; Full time

Benefits offered by this job

Flexible benefits

Travel perks

Skills development

Inclusion

Job summary

Amex GBT in the United States is seeking an experienced Pharmaceutical Congress Meeting Planner to serve as the primary client liaison for global congresses, aligning objectives with clients and suppliers, and traveling up to 40%.

Responsibilities include establishing timelines, negotiating contracts, coordinating site inspections and VIP logistics, leading cross‑functional teams, and ensuring accurate billing and post‑event debriefs.

Qualifications

• 3-5 years pharma congress planning experience.
• 4-year degree and CMP designation preferred.
• Effective communication with all management levels and clients.
• Ability to meet deadlines and handle change well.
• Experience with meeting industry technology (CVENT) is preferred.
• Advanced presentation skills.

Responsibilities

• Establish comprehensive project timelines and workflows with clients and suppliers.
• Handle and negotiate hotel, DMC, air, and third-party contracts; monitor cancellation policies.
• Coordinate program details including site inspections and VIP logistics.
• Conduct status meetings from pre-launch through operation; align with client objectives.
• Work with creative and IT teams on program materials and registration needs.
• Partner with third-party suppliers to arrange services; build client/supplier relationships.
• Lead program operations and coordinate with support departments; manage large international events.
• Assist with final billing and ToV reporting; maintain accurate records.
• Conduct program debriefs and seek improvements; build trusted client relationships.

Skills

Communication skills

Time management

Attention to detail

Travel coordination

Vendor management

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.

The Pharmaceutical Congress Meeting Planner will function as primary client liaison and lead for assigned pharmaceutical congresses for global client. The ideal candidate will work closely with client contact to understand and meet program objectives/outcomes. Must also be able to travel up to 40%.

What You'll Do:

• Establish comprehensive project timelines and workflow schedules with clients and suppliers; utilize business program management system from contract turnover through final bill completion to ensure timely and accurate handling of all program details
• Handle and negotiate hotel, Congress, destination management company (DMC), air, and third-party contracts; monitor attrition dates and cancellation policies to ensure contracted services are performed
• Coordinate all program details including site inspections, program itineraries, and working agendas; manage VIP special projects and oversee VIP logistics as requested
• Conduct regularly scheduled status meetings with clients and stakeholders from pre-launch through program operation; communicate program requirements to internal teams and ensure alignment with client objectives
• Work with creative team to produce program materials; communicate with IT support and clients regarding web requirements and registration needs
• Partner with designated third-party suppliers to arrange services; develop strong relationships with multiple contacts within client and supplier organizations
• Act as lead to coordinate program operations; work closely with support departments to exceed client requirements; assist with sophisticated, large-volume, international, and confidential programs including HCP-attended events
• Work with accounting to complete final bills; review final billing prior to invoicing; maintain accurate records and system input per Amex GBT M&E and client policies for ToV reporting
• Conduct program debriefs with clients; evaluate program impact and reassess objectives and outcomes; review processes and offer solutions for continuous improvement
• Develop strong client relationships; participate in client presentations as requested; serve as trusted advisor throughout program lifecycle

What We're Looking For:

• 3-5 years pharma congress planning
• 4-year degree and 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 with 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.

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.

Click Here 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.