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.

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American Express Global Business Travel (GBT) equips companies of all sizes with the insights, tools, services and expertise they need to keep their travelers informed, focused and productive while on the road. With approximately 14,000 employees and operations in nearly 140 countries worldwide, American Express GBT empowers customers to take control of their travel programs, optimizing the return on their travel and meetings investments, while, more importantly, providing extraordinary traveler care.

We’re moving faster than ever and introducing new products, services, and strategies that will revolutionize the travel industry and bring greater value to our business customers. Our clients’ success expands our success, so we put our heart and soul into helping our clients achieve results that exceed all expectations. As the world’s largest travel management company, we are continuing to build alliances with key travel leaders and suppliers throughout the world, strengthening our position as a quality provider to companies of all sizes.

We are committed to ensuring that our global workforce experiences a culture of belonging that leverages the diverse backgrounds and unique perspectives of our colleagues, clients, partners and communities, to foster a high performing multicultural and inclusive organization. We believe that a culture where everyone feels engaged, has a voice, and is empowered to achieve their full potential, is core to our purpose and success.

Get ready to take your career to new heights.

For more information about American Express GBT, please refer to our website: https://www.amexglobalbusinesstravel.com/about-us/

Job Summary

The Event Manager is responsible for all elements of the end to end management of an event, including sourcing, group air, logistics, financial management and delivery.

They will manage the process from Meeting Qualification call and initial venue proposal to post project financial reconciliation, respecting customer and American Express Meeting & Events standards, procedures and policies.

Client industry

This job description relates to Pharma / Non Pharma client industries.

Account type

The Senior Event Manager may work on a range of client account types and teams including Strategic Meetings Management (SMM) Clients or Ad hoc / Event by Event (EBE)/ MICE Clients.

Key Strategic Focus

This role is focused on our “Retention Strategy.” All activity contributes to the the key responsibilities of overall client retention in terms of establishing a professional long term relationship, service excellence and account growth

Additional Strategic input

This role actively contributes to “Efficiency” and “Business Development Strategy” ensuring all processes followed are robust, that our activity and time management is efficient and that we all give attention to developing and growing our business.

Responsibilities

• End to End National and/ or International project management
• Negotiation (Financial, Contractual etc) with suppliers
• Communication with meeting owners
• Exhibit leadership skills when managing project team
• Operational management of the event database (planning, registration)
• Accurate and timely data management
• Logistical coordination of the event
• Maximising of revenue per event and understanding of overall contribution to revenue and P&L
• Budget reconciliation per event
• Sound Company product knowledge and ability to cross sell products where possible
• Analytical Reasoning – using analysis of today’s meeting data for future event delivery
• Onsite assistance (if required, not mandatory)
• Financial and Data Reporting per event, per client
• Additional duties as requested

Qualifications, Skills & Knowledge

• Fluent Business English
• Additional languages are a benefit to the role
• Customer care excellence
• Proficiency in Word, Excel and PowerPoint
• Proficiency in “Mail Merge” capability in Word and “Pivot tables” in Excel
• Proficiency in Access is a benefit to the role
• Proficiency in Cvent and/or Lanyon (Starcite) – data entry, eRFP, reporting, budget
• GDS: Group and individual reservations (depending on market: Amadeus, Sabre, Galileo)
• Minimum of 1-3 years experience in event management
• Flexibility and Ability to adapt
• Able to work well in a Team
• Used to working under pressure
• High level of attention to detail

Job specific tasks

The Event Management role contains all or some of the following tasks:

SOURCING

• Understand and meet SMM Client Service Level Agreements (SLA if applicable)
• Qualifying call with meeting owner to determine requirements of the event
• Identify appropriate venues according to client/event needs and launch of Request for Proposal
• Creation of Client Event Proposal
• Identify appropriate transportation to venue (air, train…)
• Follow preferred suppliers program
• Advise the client about the most suitable options to meet event objectives
• Inform about rejected venues (quality, availability…)
• Communication with suppliers
• Confirm and manage supplier deadlines
• Reminders to customer on supplier deadlines
• Budget creation and management
• Negotiate rates and conditions
• Revenue management to ensure per event profitability
• Coordinate Inspection trip if needed and assistance if required
• Secure meeting owner approval on budget and terms & conditions of suppliers
• Collect required data according to customer policies (POs…)
• Confirm/Cancel venues to suppliers
• Provide feedback to suppliers on cancelled venues
• Secure contracts from suppliers to be signed
• Renegotiate best rates, contract conditions and payment terms
• Sign contracts with suppliers
• Issue timely deposit invoices to customer
• Make required payment to suppliers to ensure bookings

LOGISTICS

• Identify opportunities to increase income/revenue: new products, additional services, improved services
• Liaise with suppliers
• Coordination of all involved services (venues, accommodation, transportation, restaurants, transfers, audio-visuals…)
• Attendee management
• Direct contact with attendees (if required)
• Reminders to meeting owner on cancellation and attrition deadlines
• Establish plan for transportation from origin cities to venue
• Coordinate transfers at destination
• Advise meeting owner about menu options
• Prepare documentation for attendees:

- Programme / Welcome letter / Badge / Air/Train ticket

• Prepare internal documentation for the event:

- Agenda with milestones and details of the event / Rooming list

- Transfer lists / Contacts

• Prepare meeting signage
• Alert meeting owner with updated budget if it increases more than 10%
• Updated budget to client prior to departure
• Ensure compliance to customer policies
• Issue invoices to customer as per agreement
• Make required payment to suppliers as per ad hoc agreements
• Briefing to onsite assistants/freelance staff

EVENT

• On site assistance (if required)
• Ensure approval is received for any extra service required on site
• Negotiate cancellations/no shows to minimize costs

POST EVENT

• Re-negotiate cancellations/no shows to minimize costs
• Refund unused flights where possible
• Prepare specific report per event (transparency, compliance, expenses, savings…)
• Prepare actual Attendee status
• Prepare actual budget with final cost reconciliation
• Prepare final invoice for client or individuals

AmexGBT is committed to equal employment. All qualified candidates will receive consideration for employment regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, , family or parental status, gender identity, former military, persons with disabilities or any other characteristic protected by government laws and regulations.

As a valued American Express GBT candidate, please take a moment to join us on LinkedIn and provide a review on Glassdoor .

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 more.

• Get mental and emotional health support for you and your immediate family through one-on-one professional counseling sessions, on-demand webinars, and crisis support.

• 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 global tuition reimbursement, 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 Diversity, Equity, and Inclusion in every aspect of our business at 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 qualified applicants will receive equal consideration for employment without regard to age, gender identity (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), sexual orientation, race, color, religion, creed, national origin, disability, veteran status, citizenship or marital status. It is our policy to maintain an equal-opportunity environment free from intimidation, harassment or bias for our candidates, colleagues, clients and suppliers.

We are committed to providing reasonable accommodation to individuals with disabilities. Please, let your recruiter know if you need an accommodation at any point during the hiring process. For more details, please consult 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!