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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The Meeting Planner is responsible for all elements of the end to end management of an event, including sourcing, group air, logistics, financial management and delivery.

He/She will manage the process from Meeting Qualification call and initial venue proposal to post project financial reconciliation, respecting customer and American Express Meeting & Events standards, procedures and policies.

What You’ll Do on a Typical Day :

• End to End National and/ or International project management
• Negotiation (Financial, Contractual etc)with suppliers
• Communication with meeting owners
• Operational management of the event database (planning, registration)
• Accurate and timely data management
• Logistical coordination
• Improving of revenue per event and understanding of overall contribution to revenue and P&L
• Budget reconciliation per event
• Sound Company product knowledge and ability to cross sell products where possible
• Analytical Reasoning – using analysis of today’s meeting data for future event delivery
• Onsite assistance (if required, not mandatory)
• Financial and Data Reporting per event, per client
• Additional duties as requested

SOURCING

• Understand and meet Client Service Level Agreements (SLA if applicable)
• Qualifying call with meeting owner to resolve requirements of the event
• Identify appropriate venues according to client/event needs and launch of Request for Proposal
• Creation of Client Event Proposal
• Identify appropriate transportation to venue (air, train…)
• Follow preferred suppliers program
• Advise the client about the most suitable options to meet event objectives
• Inform about rejected venues (quality, availability…)
• Communication with suppliers
• Confirm and lead supplier deadlines
• Reminders to customer on supplier deadlines
• Budget creation and management
• Negotiate rates and conditions
• Revenue management to ensure per event profitability
• Coordinate Inspection trip if needed and assistance if required
• Secure meeting owner approval on budget and terms & conditions of suppliers
• Collect required data according to customer policies (POs…)
• Confirm/Cancel venues to suppliers
• Provide feedback to suppliers on cancelled venues
• Secure contracts from suppliers to be signed
• Renegotiate best rates, contract conditions and payment terms
• Sign contracts with suppliers
• Issue timely deposit invoices to customer
• Make required payment to suppliers to ensure bookings

LOGISTICS

• Find opportunities to increase income/revenue: new products, additional services, improved services
• Liaise with suppliers
• Coordination of all involved services (venues, accommodation, transportation, restaurants, transfers, audio-visuals…)
• Attendee management
• Direct contact with attendees (if required)
• Reminders to meeting owner on cancellation and attrition deadlines
• Establish plan for transportation from origin cities to venue
• Coordinate transfers at destination
• Advise meeting owner about menu options
• Prepare documentation for attendees: - Programme / Welcome letter / Badge / Air/Train ticket
• Prepare internal documentation for the event: - Agenda with turning points and details of the event / Rooming list / Transfer lists / Contacts
• Alert meeting owner with updated budget if it increases
• Updated budget to client prior to departure
• Ensure compliance to customer policies
• Issue invoices to customer as per agreement
• Make required payment to suppliers as per ad hoc agreements
• Briefing to onsite assistants/freelance staff

EVENT

• Ensure approval is received for any extra service required on site
• Negotiate cancellations/no shows to minimize costs

POST EVENT

• Re-negotiate cancellations/no shows to minimize costs
• Refund unused flights where possible
• Prepare specific report per event (clarity, compliance, expenses, savings…)
• Prepare actual Attendee status 
• Prepare actual budget with final cost reconciliation
• Prepare final invoice for client or individuals

     

Location

Warszawa, Poland

     

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.

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.

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!