Senior Congress 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.

The Pharmaceutical Congress Meeting Planner will function as primary client liaison and lead for assigned pharmaceutical congresses for global clients. The ideal candidate will work closely with client contact to understand and meet program objectives/outcomes. Must also be able to travel up to 25%.

What You'll Do:

• Establish comprehensive project timelines and workflow schedules with clients and suppliers; utilize business program management system from contract turnover through final bill completion to ensure timely and accurate handling of all program details.
• Handle and negotiate hotel, Congress, destination management company (DMC), air, and third-party contracts; monitor attrition dates and cancellation policies to ensure contracted services are performed.
• Coordinate all program details including site inspections, program itineraries, and working agendas; manage VIP special projects and oversee VIP logistics as requested.
• Conduct regularly scheduled status meetings with clients and stakeholders from pre-launch through program operation; communicate program requirements to internal teams and ensure alignment with client objectives.
• Work with creative team to produce program materials; communicate with IT support and clients regarding web requirements and registration needs.
• Partner with designated third-party suppliers to arrange services; develop strong relationships with multiple contacts within client and supplier organizations.
• Act as lead to coordinate program operations; work closely with support departments to exceed client requirements; assist with sophisticated, large-volume, international, and confidential programs including HCP-attended events.
• Work with accounting to complete final bills; review final billing prior to invoicing; maintain accurate records and system input per Amex GBT M&E and client policies for ToV reporting.
• Conduct program debriefs with clients; evaluate program impact and reassess objectives and outcomes; review processes and offer solutions for continuous improvement.
• Develop strong client relationships; participate in client presentations as requested; serve as trusted advisor throughout program lifecycle.

What We're Looking For:

• 3-5 years pharma congress planning experience.
• 4-year degree and CMP designation preferred.
• Ability to communicate effectively and professionally with all levels of management and clients; advanced oral and written presentation skills required.
• 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 with Advanced level.
• Experience with meeting industry technology preferred (CVENT).
• Ability to travel globally up to 25%.

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.

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.

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;