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.

 

Ready to explore a career path? Start your journey.

Job Description

Title

Senior Event Manager

Division

Global Business Travel

Department

Meetings and Events

Band

P2

Job Summary

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

They 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.

Client industry

This job description relates to Pharma client industries.

Account type

The Senior Event Manager may work on a range of client account types and teams including Strategic Meetings Management (SMM) Clients or Ad hoc / Event by Event (EBE)/ MICE Clients.

Responsibilities

• End to End National and/ or International project management
• Negotiation (Financial, Contractual etc) with suppliers
• Communication with meeting owners
• Exhibit leadership skills when managing project team
• Operational management of the event database (planning, registration)
• Accurate and timely data management
• Logistical coordination of the event
• Maximising 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

Qualifications, Skills & Knowledge

• Fluent Business English
• Additional languages are a benefit to the role
• Customer care excellence
• Proficiency in Word, Excel and PowerPoint
• Proficiency in “Mail Merge” capability in Word and “Pivot tables” in Excel
• Proficiency in Cvent – data entry, eRFP, reporting, budget
• Minimum of 5 years experience in event management
• Flexibility and Ability to adapt
• Able to work well in a Team
• Used to working under pressure
• High level of attention to detail
• Pharma experience essential

Job specific tasks

The Event Management role contains all or some of the following tasks:

SOURCING

• Understand and meet SMM Client Service Level Agreements (SLA if applicable)
• Qualifying call with meeting owner to determine 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 manage 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

• Identify 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 milestones and details of the event / Rooming list

                - Transfer lists / Contacts

• Prepare meeting signage
• Alert meeting owner with updated budget if it increases more than 10%
• 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

• On site assistance (if required)
• 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 (transparency, compliance, expenses, savings…)
• Prepare actual Attendee status 
• Prepare actual budget with final cost reconciliation
• Prepare final invoice for client or individuals

Senior Event Manager

• Will run their own events, including large complex meetings where they may be numerous project team members, junior and mid planners
• Website build end to end
• May line manage junior team members
• Manage project team members – including resource management (allocating tasks and duties) and assisting with recruitment of team members  
• Policy management -  risk and Health & Safety analysis, crisis management, and contingency planning - train junior members of the team  
• Budget management – manage large/complex budgets, maintain working versions, process supplier and client invoices, manage cash flow and payment schedules
• Supplier management - negotiate and execute complex supplier contracts
• Onsite either part of a team or on their own
• Likely to attend pitch presentations when pitching for new business and may assist with the preparation of these presentations.
• May be assigned as operational point of contact for an account
• Manage and develop new and existing client relationships
• Receive and manage new client enquiries
• Troubleshoot/proof team members work

     

Location

United Kingdom

     

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!