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.

Congress Planner – Life Sciences

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. The Congress planner manages the day-to-day planning and execution of congress activities. This includes coordinating schedules, managing speaker logistics, and ensuring all materials and resources are prepared for the event. The role also involves liaising with internal and external stakeholders to ensure a seamless experience for attendees and compliance with client standards. Must also be able to travel up to 40%.

What You'll DO:

PROCESS MANAGEMENT:

• Complete project timeline: establish a workflow schedule with client and suppliers to facilitate timely and accurate handling of all program/congress details.
• Use business program management system to run program from contract turn-over meeting to final bill completion.
• 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.
• Work with creative team to produce program materials.
• 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.
• 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 M&E 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 meeting or event including those of a sophisticated nature, large volume, high level of confidentiality, international scope, HCP attended, etc.

LEADERSHIP AND RELATIONSHIP MANAGEMENT:

• 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.
• 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 performed.
• May be requested to lead 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.
• 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.
• 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.
• Assist in review of other Meeting Manager budgets.

MISCELLANEOUS RESPONSIBILITIES:

• Work on special projects as assigned by team leadership.
• 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 technology and/or software solutions.
• Handle multiple projects/demands effectively.

What We're Looking For:

• REQUIRED: 3-5 years meeting planning experience with at least 2 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

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.

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!