American Express Meetings & Events – Pharma Congress Planner (Remote, USA, Canada)

Locations – United States – Virtual Location
Canada – Virtual Location

time type – Full time

job requisition id – J-58859

Congress Planner (Pharmaceutical)

Function as primary client liaison and lead for assigned Pharmaceutical Congress programs. Manage pharmaceutical Congress 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 for Transfer of Value reporting, while providing unparalleled levels of customer service on all programs. Work closely with client contact to understand and meet program objectives/outcomes. The scope of this position is dependent upon assigned account/programs. Duties will vary from client-to-client and program-to- program.

Qualifications:

REQUIRED: 5-7 years 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 aptitude 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%

Roles & Responsibilities

PROCESS MANAGEMENT:

Complete project timeline; establish a work flow schedule with client and suppliers to facilitate prompt and accurate handling of all program details.
Utilize business program management system to manage program from contract turn-over meeting to final bill completion.
Manage 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 executed.
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.
Maintain accurate records, system input, and complete file management as outlined in American Express M&E and client policies and procedures for ToV reporting.
Evaluate program impact and reassesses objectives and outcomes; plan for continuous improvement.
Partner with designated team to communicate registration, air needs, status meetings and continuous communication throughout program.
Able to assist with any level of Congress meeting or event including those of a complex nature, large volume, high level of confidentiality, international scope, HCP attended, etc.

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 satisfaction.
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 executed.
May be requested to manage VIP special projects and oversee VIP logistics.
Develop strong relationships with multiple contacts within client and supplier organizations.
May participate in client presentations as requested.
Review processes and offer solutions/additions as needed.

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.
May 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.
Assist in review of other Meeting Manager budgets.

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
Handle multiple projects/demands effectively

Location

United States – Virtual Location

The US national annual base salary range for this position is from $46,000 to $93,000.  The national range provided includes the base salary that GBT expects to pay for the role.  Actual base salary will be based on factors including the scope and complexity of the role and the successful candidate’s relevant experience, skills, knowledge, and work location.

In addition to base salary, this role is eligible for an annual Performance Based Incentive, which rewards participants based on company performance.  For information about our comprehensive US benefits programs and eligibility, please review our Benefits-at-a-Glance document.

GBT 2023 Benefits-at-a-Glance

It is our policy to provide equal employment opportunities to all individuals based on job-related qualifications and ability to perform a job, without regard to age, gender, gender identity, sexual orientation, race, color, religion, creed, national origin, disability, genetic information, veteran status, citizenship or marital status, and to maintain a non-discriminatory environment free from intimidation, harassment or bias based upon these grounds.