Senior Meeting Manager

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