Congress Planner

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.

Job Description

Function as primary client liaison and lead for assigned pharmaceutical congresses for global client. Work closely with client contact to understand and meet program objectives/outcomes. This role focuses on managing ancillary meeting spaces and providing logistical support for additional congress activities.

Responsibilities include securing and coordinating meeting rooms, managing AV and catering needs, and ensuring all ancillary spaces meet customer requirements.

The Ancillary

Space and Support Specialist also provides on-site support to ensure smooth execution of all supplementary activities. Must also be able to travel up to 40%.

What You'll Do:

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Complete project timeline: establish a workflow schedule with client and suppliers to facilitate timely and accurate handling of all program/congress details

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Use business program management system to run program from contract turn-over meeting to final bill completion.

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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.

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Communicate between Information Technology support and clients for web requirements on assigned programs.

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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. Conduct program debrief with client.

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Maintain accurate records, system input, and complete file manageme