OCEO Senior 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.

As a Senior Event Planner aligned to the Office of the CEO, you will work closely with clients to understand and deliver on their meeting program goals. Working closely with your team, you’ll lead program planning from contract execution to final billing, while providing unparalleled levels of customer service on all travel programs.

What You’ll Do:

• Complete project timeline: establish a workflow schedule with client and suppliers to facilitate prompt and accurate handling of all program details.

• Handle and lead all core team planning calls for ELT and BoD Offsites and other OCEO events as assigned.

• Use business program management system to run program from contract turn-over meeting to final bill completion.

• Negotiate and handle contracts with vendors, suppliers (DMC, Transportation, AV), and non-hotel venues to ensure high-quality event delivery; handle and negotiate any additional hotel needs, monitor attrition dates, cancellation policies to ensure contracted services are performed.

• Communicate between Information Technology support and clients for web requirements on assigned programs.

• Prepares or work with creative team/vendor to produce program materials for corporate events, including marketing events.

• Coordinate with other internal teams such as the executive digital and aviation to ensure magnificent execution.

• Coordinate and possibly attend site inspections as needed.

• Possess a meticulous approach to planning and execution to ensure precision and quality. 

• Coordinate all program details and produce a program itinerary / working agenda that outlines all program specifics and requirements.

• Partner with designated team to communicate registration, air needs, status meetings and continuous communication throughout program.

• Work with accounting to Complete final bill, review final billing prior to final invoicing to client.

• Maintain accurate records, system input, and complete file management as outlined in Amex GBT and client policies and procedures.

• Evaluate program impact and reassesses objectives and outcomes, plan for continuous improvement.

• Maintain proactive, positive, open line of communication with GBT and MEET Account Manager to ensure understanding of expectations and OCEO satisfaction.

• Exceptional interpersonal, communication, and customer service skills, with the ability to interact professionally with senior-level executives. 

• Act as lead, communicate program requirements to teams as needed; work closely with support departments to exceed OCEO requirements and objectives.

• Partner with third party suppliers to arrange their services. Listed above.

• Lead C-level, VIP special projects and oversee VIP logistics.

• Review processes and offer solutions/additions as needed.

• May participate in client presentations as requested.

• 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 billing for accuracy. Track and report expenses to clients and communicate changes on a consistent basis.

• May initiate and reconcile supplier payments.

• Work with leader to forecast overall program financials and ensure monthly tracking for actual.

• Monitor foreign exchange rates for sharp fluctuations which may impact the budget.

• Drive cost savings by delivering focused recommendations and solutions based on meeting needs.

• Work on special projects as assigned by the Director or Operations Manager and/or client.

• May Requires travel to destinations worldwide, in support of client site inspections and/or program operations.

• Keep abreast of industry standards and trends related to responsibilities.

• Ability to run multiple, sophisticated projects with tight deadlines and agility to adjust quickly and efficiently.

• Knowledge of SOPs, policies, systems and processes (i.e. FCPA, country profiles, MAPP) to ensure compliance controls are followed

• Ability to work effectively in a fast-paced, dynamic, and often matrixed organization, handling challenging priorities. 

• Strong sense of accountability, integrity, and ability to handle highly visible responsibilities while representing the Office of the OCEO in a positive light and confidential/critical information.

What We’re Looking For

• Minimum of six (6) years in the hospitality industry with related experience with at least 4 years supporting Pharma business.

• Pharmaceutical Congress experience a must

• CMP preferred.

• 4-year degree preferred

• Ability to communicate effectively and professionally with all levels of management and clients.

• Ability to work accurately and timely.

• Ability to be flexible and handle change well.

• Proven skills for technology and/or software solutions.

• Experience with meeting industry technology a plus (CVENT)

• Advanced oral and written presentation skills required.

• Flexibility to travel onsite when needed. – Up to 40%

Location

The US national base salary range for this position is from 

The national range provided includes the base salary that 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.

In addition to base salary, the anticipated range of which is posted above, this role is eligible for a discretionary annual bonus which rewards participants based on individual and/or company performance.

For information about our comprehensive US benefits programs and eligibility, please review our Benefits-at-a-Glance document.

Benefits at a glance

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!