Pharma Meeting 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. What You’ll Do: Complete project timeline: establish a workflow schedule with client and suppliers to facilitate timely and accurate handling of all program details. Use the business program management system to run the 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 and cancellation policies to ensure contracted services are performed. Communicate between Information Technology support and clients for web requirements on assigned programs. Act as lead and communicate program requirements to the team as needed; work closely with support departments to exceed client requirements and objectives. Work with the creative team to produce program materials. Coordinate and possibly attend site inspections as needed. Coordinate all program details and produce a program itinerary and working agenda that outlines all program specifics and requirements. 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 re‑assess objectives and outcomes, plan for continuous improvement. Partner with the designated team to communicate registration, air needs, status meetings and continuous communication throughout the program. Be 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. Promote a positive team environment as a positive role model. Maintain proactive, positive, open line of communication with the client to ensure understanding of expectations and client happiness. 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 ensure program objectives are performed. Develop positive relationships with multiple contacts within client and supplier organizations. 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. Assist in review of other Meeting Manager budgets. Monitor foreign exchange rates for sharp fluctuations that may impact the budget. Work with the leader to forecast overall program financials and ensure monthly tracking for actual. What We’re Looking For: 5‑7 years of meeting planning experience with at least 3 years supporting Pharma business. Pharmaceutical Congress experience is a plus. 4‑year degree preferred; CMP designation preferred. Ability to communicate effectively and expertly with all levels of management and clients. Ability to work accurately and timely to meet deadlines. Ability to be flexible and handle change well. Demonstrated proficiencies for technology and/or software solutions and analytical skills required. Advanced proficiency in Microsoft Word and Excel. 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: United States The US national base salary range for this position is from $55,300.00 to $102,700.00. The national range provided includes the base salary that Amex GBT expects to pay for the role. Actual base salary will be based on factors including the scope and complexity of the role and the successful candidate’s relevant experience, skills, knowledge, and work location. Benefits at a Glance: 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. 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. 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