Congress and Meeting Planner - Pharmaceutical (Remote)
About the position
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 and Meeting Planner (Pharmaceutical) will function as the primary client liaison and lead for assigned Pharmaceutical Congress programs or meetings. This role involves managing Pharmaceutical Congress meetings and events through the implementation of strategy, delivery of objectives, and execution of logistics, while effectively working with clients. The planner will be responsible for the coordination of program planning from post-contract execution to final billing for Transfer of Value reporting, while providing unparalleled levels of customer service on all programs. Close collaboration with client contacts is essential to understand and meet program objectives and outcomes. The scope of this position is dependent upon assigned accounts and programs, with duties varying from client to client and program to program. This position will work Eastern Time Zone hours and will have ambiguity relating to providing service to Congress or Meeting Planning needs. If you enjoy being a great teammate and assisting to provide the best service to our client, you are who we are looking for!
Responsibilities
Complete project timeline; establish a work flow schedule with client and suppliers to facilitate timely and accurate handling of all program details.
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Apply business program management system to handle program from contract turn-over meeting to final bill completion.
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Run and negotiate any additional hotel needs, Congress needs, destination management company (DMC), air and all third party contracts. Monitor attrition dates, cancellation policies to ensure contracted services are performed.
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Communicate between Information Technology support and clients for web requirements on assigned programs.
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Work with creative team to produce program materials.
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Coordinate and possibly attend site inspections as needed.
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Coordinate all program details and produce a program itinerary / working agenda that outlines all program specifics and requirements.
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Conduct program debrief with client.
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Work with accounting to complete final bill, review final billing prior to final invoicing to client.
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Maintain accurate records, system input, and complete file management as outlined in American Express M&E and client policies and procedures for ToV reporting.
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Evaluate program impact and reassess objectives and outcomes; plan for continuous improvement.
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Partner with designated team to communicate registration, air needs, status meetings and continuous communication throughout program.
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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.
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Provide leadership to team and promote positive team environment as a positive role model.
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Maintain proactive, positive, open line of communication with client to ensure understanding of expectations and client happiness.
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Act as lead, communicate program requirements to team as needed; work closely with support departments to exceed client requirements and objectives.
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Partner with third party suppliers to arrange their services.
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Conduct regularly scheduled status meetings with client and stakeholders from pre-launch through program operation and ensures program objectives are performed.
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May be requested to handle VIP special projects and lead all aspects of VIP logistics.
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Develop positive relationships with multiple contacts within client and supplier organizations.
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May participate in client presentations as requested.
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Review processes and offer solutions/additions as needed.
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Responsible for accurate program forecasting and updating business management systems with accurate financial information as needed.
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Manage 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.
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May initiate and reconcile supplier payments.
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Work with leader to forecast overall program financials and ensure monthly tracking for actual.
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Monitor foreign exchange rates for sharp fluctuations which may impact the budget.
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Assist in review of other Meeting Manager budgets.
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Work on special projects as assigned by team leadership.
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May require travel to destinations worldwide, in support of client site inspections and/or program operations.
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Keep abreast of industry standards and trends related to responsibilities.
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Develop and maintain key client and supplier relationships.
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Develop and maintain knowledge of technology and/or software solutions.
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Balance multiple projects/demands effectively.
Requirements
5-7 years meeting planning experience with at least 3 years supporting Pharma business.
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Pharmaceutical Congress experience required.
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4 year degree preferred. CMP designation preferred.
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Ability to communicate effectively and professionally with all levels of management and clients.
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Neat and professional appearance.
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Ability to work accurately and timely - in order to meet deadlines.
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Ability to be flexible and handle change well.
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Proven skills for technology and/or software solutions and analytical skills required.
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Microsoft Word and Excel experience - Advanced level.
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Experience with meeting industry technology required (CVENT).
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Advanced oral and written presentation skills required.
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Ability to travel by airplane, boat, rail and/or car with travel up to 40%.
Nice-to-haves
Benefits
Flexible benefits tailored to each country starting the day you do, including health and welfare insurance plans, retirement programs, parental leave, and adoption assistance.
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Travel perks with deals from major travel providers on flights, hotels, cruises, and car rentals.
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Global tuition assistance and access to over 20,000 courses on the learning platform, along with leadership courses and internal job openings.
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Commitment to Diversity, Equity, and Inclusion with global Inclusion Groups for colleagues to connect and discuss challenges and achievements.
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Wellbeing resources to support mental and emotional health for you and your immediate family.
Apply Job!