Event Planning Manager

Join Amex GBT, where inspiration meets the power of travel! We are dedicated to cultivating an inclusive and collaborative work environment that empowers you to make a significant impact in the travel industry.

As the key contact for assigned programs, you will spearhead the planning and execution of meetings and events, ensuring alignment with strategic objectives and exceptional service delivery. Your responsibilities will cover the entire program planning process, from contract execution to final billing.

Key Responsibilities:
• Develop and manage project timelines and workflows in collaboration with clients and suppliers, guaranteeing efficient handling of all program details. Utilize our business management system to oversee programs from contract handover to final billing.
• Negotiate hotel accommodations, finalize destination management company (DMC) contracts, and monitor cancellation policies, ensuring all services are carried out effectively. Participate in site inspections and create detailed program itineraries outlining all necessary specifics.
• Conduct program debriefs with clients while collaborating with accounting to finalize billing, ensuring invoice accuracy. Maintain meticulous records and comply with Amex GBT policies and procedures, while continuously assessing program effectiveness for improvement.
• Work with your team to manage registration and air travel logistics, maintaining clear communication throughout the program lifecycle. You will expertly handle events of varying complexities, including VIP and international meetings, and manage third-party supplier contracts.
• Establish and maintain proactive communication with clients to gauge expectations and satisfaction levels. Coordinate with support teams to exceed client goals and arrange third-party services efficiently.
• Facilitate regular status meetings with clients and stakeholders to ensure program objectives are met. You may also handle VIP and C-level projects, overseeing all logistics to ensure exceptional outcomes.
• Oversee program budget management, ensuring accurate financial forecasting and updates within business management systems. Track expenses for clients, communicate any changes transparently, and manage supplier payments.
• Engage in special projects as assigned by leadership while staying current on industry trends relevant to your role.
• Build and maintain strong relationships with clients and suppliers, keeping informed of relevant technology and software solutions. Effectively prioritize multiple projects and demands.

What We’re Looking For:
• 2-5 years of experience in event planning is preferred.
• Experience with Pharma and C-level meetings is highly desirable.
• CMP certification and a four-year degree are beneficial.
• Exceptional communication skills, both written and verbal, with a professional demeanor are essential.
• A strong ability to meet deadlines while working accurately under pressure is required.
• Flexibility and adaptability to changing circumstances are important.
• Analytical skills are a must.
• Intermediate proficiency in Microsoft Word and Excel is necessary; familiarity with meeting technology such as CVENT is a plus.
• Willingness to travel (5-15%) as necessary.

Location

This position is based in the United States with a salary range of $55,300.00 to $102,700.00, depending on various factors including experience and role complexity. This position also includes eligibility for a discretionary annual bonus based on individual and company performance.

Benefits:
• Flexible benefits tailored to each country starting from day one, including health insurance, retirement options, parental leave, and wellness resources.
• Exclusive travel deals from major providers on flights, hotels, cruises, and rental cars.
• Access to a vast array of professional development courses, with priority given to internal candidates for new job openings.
• A commitment to promoting inclusion and providing opportunities to connect with colleagues through global Inclusion Groups.
• Many more benefits await you!

All qualified applicants will receive consideration for employment without regard to any protected characteristics. We encourage you to apply even if you don't meet every requirement, as you may be the ideal candidate.