Experienced Full-Time Remote Congress and Meeting Planner – Pharmaceutical Industry Events and Programs
Join the Amex GBT Team as a Congress and Meeting Planner - Pharmaceutical
Amex GBT is a leading company in the travel industry, and we're looking for a passionate and experienced Congress and Meeting Planner to join our team. As a remote employee, you'll have the opportunity to work from anywhere while being part of a dynamic and innovative company. Our company culture values diversity, equity, and inclusion, and we're committed to providing a work environment that's supportive, collaborative, and inclusive.
About Amex GBT
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. Our company is built on a foundation of respect, integrity, and teamwork, and we're committed to providing a work environment that's engaging, challenging, and rewarding.
Job Summary
We're seeking a highly skilled and experienced Congress and Meeting Planner to manage Pharmaceutical Congress programs and meetings. As a primary client liaison, you'll be responsible for delivering exceptional customer service, managing program logistics, and ensuring that client objectives are met. This is a fantastic opportunity to join a dynamic team and take your career to the next level.
Key Responsibilities
Function as primary client liaison and lead for assigned Pharmaceutical Congress programs or meetings
Manage Pharmaceutical Congress meetings and events through the implementation of strategy, delivery of objectives, and execution of logistics
Coordinate program planning from post-contract execution to final billing for Transfer of Value reporting
Provide unparalleled levels of customer service on all programs
Work closely with client contacts to understand and meet program objectives/outcomes
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
Initiate and reconcile supplier payments
Forecast overall program financials and ensure monthly tracking for actual
Monitor foreign exchange rates for sharp fluctuations which may impact the budget
Process Management
Complete project timeline; establish a work flow schedule with client and suppliers to facilitate timely and accurate handling of all program details
Apply business program management system to handle program from contract turn-over meeting to final bill completion
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
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
Coordinate all program details and produce a program itinerary/working agenda that outlines all program specifics and requirements
Conduct program debrief with client
Work with accounting to complete final bill, review final billing prior to final invoicing to client
Leadership and Relationship Management
Provide leadership to team and promote positive team environment as a positive role model
Maintain proactive, positive, open line of communication with client to ensure understanding of expectations and client happiness
Act as lead, communicate program requirements to team as needed; work closely with support departments to exceed client requirements and objectives
Partner with third-party suppliers to arrange their services
Conduct regularly scheduled status meetings with client and stakeholders from pre-launch through program operation and ensures program objectives are performed
May be requested to handle VIP special projects and lead all aspects of VIP logistics
Develop positive relationships with multiple contacts within client and supplier organizations
May participate in client presentations as requested
Financial Management
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 TOV billing for accuracy
Track and report expenses to clients and communicate changes on a consistent basis
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
Miscellaneous Responsibilities
Work on special projects as assigned by team leadership
May require travel to destinations worldwide, in support of client site inspections and/or program operations
Keep abreast of industry standards and trends related to responsibilities
Develop and maintain key client and supplier relationships
Develop and maintain knowledge of technology and/or software solutions
Balance multiple projects/demands effectively
Requirements
5-7 years of meeting planning experience with at least 3 years supporting Pharma business
Pharmaceutical Congress experience required
4-year degree preferred
CMP designation 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
Proven skills for technology and/or software solutions and analytical skills required
Microsoft Word and Excel experience - Advanced level
Experience with meeting industry technology required (CVENT)
Advanced oral and written presentation skills required
Ability to travel by airplane, boat, rail, and/or car with travel up to 40%
What We Offer
At Amex GBT, we're committed to providing a comprehensive benefits package that includes:
Competitive salary range of $46,000 to $93,000
Annual Performance-Based Incentive
Flexible benefits tailored to each country
Health and welfare insurance plans
Retirement programs
Parental leave
Adoption assistance
Travel perks
Global tuition assistance
Access to over 20,000 courses on our learning platform
Leadership courses
New job openings available to internal candidates first
Why Join Amex GBT?
At Amex GBT, we're passionate about creating a work environment that's inclusive, collaborative, and supportive. We value diversity, equity, and inclusion, and we're committed to providing opportunities for growth and development. As a Congress and Meeting Planner, you'll have the opportunity to work on exciting projects, develop key relationships, and take your career to the next level.
How to Apply
If you're a motivated and experienced Congress and Meeting Planner looking for a new challenge, we encourage you to apply. Please submit your application, including your resume and cover letter, and we'll be in touch to discuss this opportunity further.
Don't hesitate to apply! We value a great attitude and a willingness to learn above all. Submit your application today and take the first step towards a rewarding career with Amex GBT.
Apply Now
Amex GBT is a leading company in the travel industry, and we're looking for a passionate and experienced Congress and Meeting Planner to join our team. As a remote employee, you'll have the opportunity to work from anywhere while being part of a dynamic and innovative company. Our company culture values diversity, equity, and inclusion, and we're committed to providing a work environment that's supportive, collaborative, and inclusive.
About Amex GBT
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. Our company is built on a foundation of respect, integrity, and teamwork, and we're committed to providing a work environment that's engaging, challenging, and rewarding.
Job Summary
We're seeking a highly skilled and experienced Congress and Meeting Planner to manage Pharmaceutical Congress programs and meetings. As a primary client liaison, you'll be responsible for delivering exceptional customer service, managing program logistics, and ensuring that client objectives are met. This is a fantastic opportunity to join a dynamic team and take your career to the next level.
Key Responsibilities
Function as primary client liaison and lead for assigned Pharmaceutical Congress programs or meetings
Manage Pharmaceutical Congress meetings and events through the implementation of strategy, delivery of objectives, and execution of logistics
Coordinate program planning from post-contract execution to final billing for Transfer of Value reporting
Provide unparalleled levels of customer service on all programs
Work closely with client contacts to understand and meet program objectives/outcomes
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
Initiate and reconcile supplier payments
Forecast overall program financials and ensure monthly tracking for actual
Monitor foreign exchange rates for sharp fluctuations which may impact the budget
Process Management
Complete project timeline; establish a work flow schedule with client and suppliers to facilitate timely and accurate handling of all program details
Apply business program management system to handle program from contract turn-over meeting to final bill completion
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
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
Coordinate all program details and produce a program itinerary/working agenda that outlines all program specifics and requirements
Conduct program debrief with client
Work with accounting to complete final bill, review final billing prior to final invoicing to client
Leadership and Relationship Management
Provide leadership to team and promote positive team environment as a positive role model
Maintain proactive, positive, open line of communication with client to ensure understanding of expectations and client happiness
Act as lead, communicate program requirements to team as needed; work closely with support departments to exceed client requirements and objectives
Partner with third-party suppliers to arrange their services
Conduct regularly scheduled status meetings with client and stakeholders from pre-launch through program operation and ensures program objectives are performed
May be requested to handle VIP special projects and lead all aspects of VIP logistics
Develop positive relationships with multiple contacts within client and supplier organizations
May participate in client presentations as requested
Financial Management
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 TOV billing for accuracy
Track and report expenses to clients and communicate changes on a consistent basis
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
Miscellaneous Responsibilities
Work on special projects as assigned by team leadership
May require travel to destinations worldwide, in support of client site inspections and/or program operations
Keep abreast of industry standards and trends related to responsibilities
Develop and maintain key client and supplier relationships
Develop and maintain knowledge of technology and/or software solutions
Balance multiple projects/demands effectively
Requirements
5-7 years of meeting planning experience with at least 3 years supporting Pharma business
Pharmaceutical Congress experience required
4-year degree preferred
CMP designation 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
Proven skills for technology and/or software solutions and analytical skills required
Microsoft Word and Excel experience - Advanced level
Experience with meeting industry technology required (CVENT)
Advanced oral and written presentation skills required
Ability to travel by airplane, boat, rail, and/or car with travel up to 40%
What We Offer
At Amex GBT, we're committed to providing a comprehensive benefits package that includes:
Competitive salary range of $46,000 to $93,000
Annual Performance-Based Incentive
Flexible benefits tailored to each country
Health and welfare insurance plans
Retirement programs
Parental leave
Adoption assistance
Travel perks
Global tuition assistance
Access to over 20,000 courses on our learning platform
Leadership courses
New job openings available to internal candidates first
Why Join Amex GBT?
At Amex GBT, we're passionate about creating a work environment that's inclusive, collaborative, and supportive. We value diversity, equity, and inclusion, and we're committed to providing opportunities for growth and development. As a Congress and Meeting Planner, you'll have the opportunity to work on exciting projects, develop key relationships, and take your career to the next level.
How to Apply
If you're a motivated and experienced Congress and Meeting Planner looking for a new challenge, we encourage you to apply. Please submit your application, including your resume and cover letter, and we'll be in touch to discuss this opportunity further.
Don't hesitate to apply! We value a great attitude and a willingness to learn above all. Submit your application today and take the first step towards a rewarding career with Amex GBT.
Apply Now