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 Congress Planner supports all elements of the end to end management of an event, including registration, attendee management, logistics support & administration.
The key responsibility involves full liaison & coordination of all attendees. This includes coordinating registration, travel & accommodation requirements alongside preparation of event documentation & on-site support. The role will also involve liaising with internal Event Managers as well as clients/attendees to provide information as required. Typically, the Event Co-ordinator supports an Event Manager in event delivery.
This job description relates to Pharma / Non Pharma client industries.
The Congress Planner may work on a range of client account types & teams including Strategic Meetings Management (SMM) Clients or Ad hoc / Event by Event (EBE)/ MICE Clients.
What you'll do
- Manage registrations, event databases & attendee management including build, communications & reporting
- Create documentation including attendee website registration for client approval, reminder emails & joining instructions.
- Liaise with technology to set up dedicated event email addresses & phone lines
- Maintain dedicated event mailbox & phone lines - Promptly acknowledge & confirm registration questions
- Arrange accommodation for all attendees, staff, speakers, clients & any other individuals associated with the event. Administer & confirm all reservations & subsequent changes to reservations.
- Manage communications relating to participation of attendees including their accommodation & travel requirements
- Liaise with 3rd party providers e.g. Travel agents who our clients are contracted to
- Liaise with external agencies, client & DMC’s, to book all necessary attendee travel & transfer requirements within budget
- Liaise with attendee & host country contact to produce necessary documentation for Visa applications (where applicable)
- Produce event documentation required by on-site team eg Attendee, Transfer, Rooming lists & dietary requirements
- Prepare on-site documentation for attendees including name badges, welcome & departure letters, evaluation forms
- Attend on-site events to supervise the registration & assist the Event Manager with the general event coordination.
- Assist with creation of proposals & initial budgets
- Research destinations, venues & entertainment options as required
- Assist Event Managers with pre-event co-ordination such as preparing stationery boxes & onsite packs
- Accurate & timely data management
- Provide necessary information to client post event such as attendance lists, evaluation form feedback
- Assist the Project Manager in reconciling invoices
- Manage attendee expense claims & report detail
- Supporting maximisation of revenue per event & understanding of overall contribution to revenue & P&L
- Operate own projects & some small full event management events under guidance of senior team members
- Attend fam trip & presentations
- Additional duties as requested
What we're looking for
- Fluent Business English
- Additional languages are a benefit to the role but not essential
- Customer care excellence
- Proficiency in Word, Excel & PowerPoint
- Proficiency in “Mail Merge” capability in Word & “Pivot tables” in Excel
- Proficiency in Access is a benefit to the role
- Proficiency in Cvent is a benefit to the role but not essential– data entry, eRFP, reporting, budget
- GDS experience is a benefit to the role but not essential
- Minimum of 1-3 years experience in meeting & event management
- Flexibility & Ability to adapt
- Able to work well in a Team
- Used to working under pressure
- High level of attention to detail
Location
United Kingdom
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 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.
And much more!
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. Please let your recruiter know if you need an accommodation at any point during the hiring process. For details regarding how we protect your data, please consult the Amex 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!
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