Senior Meeting Manager

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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.

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Function as primary client liaison and lead for assigned programs. Manage corporate meetings and events through the implementation of strategy, delivery of objectives and execution of logistics, while effectively working with clients. Responsible for coordination of program planning from post contract execution to final billing, while providing unparalleled levels of customer service on all travel programs. Works closely with client contact to understand and meet program objectives/outcomes. The scope of this position is dependent upon assigned account/programs. Scope of work will vary from client-to-client and program-to-program. Perform other duties as assigned by leadership.

What You’ll Do

• Complete project timeline; establishes a work flow schedule with client and suppliers to facilitate prompt and accurate handling of all program details.
• Use business program management system to manage program from contract turn-over meeting to final bill completion.
• Review, negotiate and manage all supplier contracts prior to finalization, ensuring both program specific and generic terms and conditions are accurate and legally protective of both Amex GBT and the client, including attrition dates, cancellation policies, etc. Uses appropriate authorization and addendum form to ensure consistency and accuracy.
• Communicate between Information Technology support and clients for web requirements on assigned programs.
• Work with creative team to produce program materials.
• Coordinate and possibly attend site inspections as needed. May conduct program debrief with client.
• 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 M&E and client policies and procedures.
• Evaluate program impact and reassesses objectives and outcomes; plan for continuous improvement.
• Partner with designated team to communicate registration and air needs, status meetings and continuous communication throughout program.
• Able to assist with any level of event including those of a complex nature, large volume, high level of confidentiality, international scope, etc.
• Responsible for ancillary vendor sourcing, coordination & delivery – security, photographer, etc.
• Venue sourcing, contract negotiation for hotels and venues for client events with Sourcing Manager
• Act as Lead Meeting Manager to manage overall projects with assigned Meeting Planners and Meeting Coordinators to deliver events on behalf of clients.
• Maintain proactive, positive, open line of communication with client to ensure understanding of expectations and client satisfaction.
• Work closely with support departments to exceed client requirements and objectives. Partner with third party suppliers to arrange their services.
• May be requested to manage VIP, C-Level special projects and oversee VIP logistics/Incentives. Develop strong relationships with multiple contacts within client and supplier organizations.
• Review processes and offer solutions/additions as needed.
• Responsible for accurate program forecasting and updating business management systems with accurate financial information as needed.
• Manage 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.
• Responsible for final billing and reconciliation (consolidated invoicing paid through Amex GBT M&E)
• May initiate and reconcile supplier payments. Work with leader to forecast overall program financials to ensure monthly tracking for actual spend. Supervise foreign exchange rates for sharp fluctuations which may impact the budget.
• May require travel to destinations worldwide in support of client site inspections and/or program operations.
• Keep tabs on industry standards and trends related to responsibilities.
• Balance multiple projects/demands effectively
  
  

What We’re Looking For

• 3-5 years meeting planning experience required
• Incentive, VIP, C-level type meeting planning preferred
• CMP or equivalent experience preferred
• 4 year degree preferred
• Ability to communicate effectively and professionally with all levels of management and clients.
• Neat and professional appearance
• Ability to work accurately and timely – in order to meet deadlines.
• Ability to be flexible and handle change well
• Analytical skills required
• Microsoft Word and Excel experience – Intermediate level
• Experience with meeting industry technology a plus, especially for attendee registration (Cvent)
• Advanced oral and written presentation skills required
• Ability to travel by airplane, boat, rail and/or car
  
  

The Company has good cause to conduct a review of criminal history for this specific position based on the job duties (see listed job duties above) and because the role will involve access to credit card data, confidential client information or data and other proprietary corporate information and trade secrets.

Location

United States

The US national annual base salary range for this position is from $46,000 to $93,000. 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, this role is eligible for an annual Performance Based Incentive, which rewards participants based on company performance. For information about our comprehensive US benefits programs and eligibility, please review our Benefits-at-a-Glance document.

Benefits at a glance (https://explorer.amexglobalbusinesstravel.com/rs/346-POJ-129/images/GBT_2023BenefitsAtAGlance_Without_Rates_Final.pdf)

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 more.
• 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 global tuition assistance, 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 Diversity, Equity, and Inclusion in every aspect of our business at 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.
• Wellbeing resources to support mental and emotional health for you and your immediate family.
• 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 (https://explorer.amexglobalbusinesstravel.com/rs/346-POJ-129/images/Additional Disclosures in Accordance with the LA County Fair Chance Ordinance.pdf?version=2) 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 GBT Recruitment Privacy Statement (https://www.amexglobalbusinesstravel.com/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!

Click Here to Learn More (https://www.amexglobalbusinesstravel.com/careers/)