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 the primary client liaison and lead for assigned pharmaceutical congresses for a global client. Work closely with the client contact to understand and meet program objectives and 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 be able to travel up to 40%. What You’ll Do Complete project timelines and establish workflow schedules with clients and suppliers to facilitate timely and accurate handling of all program/congress details. Use a business program management system to run the program from contract turn‑over meeting to final bill completion. Handle and negotiate hotel, congress, destination management company (DMC), air, and all third‑party contracts; monitor attrition dates and cancellation policies to ensure contracted services are performed. Communicate between Information Technology support and clients for web requirements on assigned programs. Coordinate and possibly attend site inspections as needed; produce a program itinerary and working agenda outlining all program specifics and requirements; conduct a program debrief with the 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, reassess objectives and outcomes, and plan for continuous improvement. Partner with the designated team to communicate registration, air needs, status meetings, and continuous communication throughout the program. Assist with any level of congress meeting or event—including those of a sophisticated nature, large volume, high confidentiality, international scope, and HCP‑attended events. Promote a positive team environment and maintain proactive, open communication with the client to ensure understanding of expectations and client satisfaction. Lead and communicate program requirements to the team as needed; work closely with support departments to exceed client requirements and objectives. Conduct regularly scheduled status meetings with the client and stakeholders from pre‑launch through program operation to ensure 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. Review processes and offer solutions/additions as needed. Provide accurate program forecasting and update business management systems with financial information as required. Work with leadership to forecast overall program financials and ensure monthly tracking of actuals. What We’re Looking For 3–5 years of meeting planning experience with at least 2 years supporting the pharmaceutical business. Pharmaceutical congress experience is a plus. 4‑year degree preferred; CMP designation preferred. Strong communication skills, able to engage professionally with all levels of management and clients. Ability to work accurately and timely to meet deadlines. Demonstrated technology and analytical skills. Advanced proficiency in Microsoft Word and Excel. Experience with meeting industry technology (e.g., CVENT) preferred. Advanced oral and written presentation skills. Willingness to travel by airplane, boat, rail, or car with up to 40% travel. Location United States Compensation US national base salary range: $55,300 – $102,700. Actual salary will depend on role complexity and the successful candidate’s experience, skills, and location. Benefits at a Glance Flexible benefits, including health and welfare insurance, retirement programs, parental leave, adoption assistance, and wellbeing resources. Travel perks: access to weekly deals from major providers on flights, hotels, cruises, and car rentals. Professional development: over 20,000 courses on our learning platform, leadership courses, and internal career advancement opportunities. Commitment to inclusion: global inclusion groups and initiatives to support a diverse workforce. Equal Employment Opportunity All applicants will receive equal consideration for employment without regard to age, sex, gender, pregnancy, race, color, citizenship, religion, disability, or any other characteristic protected by law. Reasonable Accommodation 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. #J-18808-Ljbffr American Express Global Business Travel