Meeting Coordinator

American Express Global Business Travel

1d

About The Position

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. Supports the Meeting Management Team (Meeting Managers, Senior Meeting Managers, Project Account Managers, Operations Managers and Directors) for assigned program deliverables. Work directly with them to develop and adhere to project timeline. Primary liaison for management of some support departments per assigned program (i.e. Attendee Management, Mail/Shipping department, etc). The scope of this position is dependent upon assigned account/programs. Will vary from client to client and program to program. What You'll Do PROCESS MANAGEMENT: Reporting & to facilitate attendee management and manage direct attendee communications related to all attendee management Attendee refunds through payment portal Sponsor payment process Transportation arrangements Gifting management FAQs development Consultation on Cvent web build Meets all deadlines as established by Meeting Management Team and client vendors. Creates and monitors hotel block and communicates updates to team. Recommends specific needs/fields to be included on web site prior to web building, including activity descriptions, registration deadlines, etc, and then assists with building and management of all activities, meetings and reports. Performs quality control check on web site prior to going live and communicates challenges to Web Manager. Creates first draft meeting and event menus for Meeting Management Team as requested, and ensures quality and accuracy of Banquet Event Orders (BEOs) against itinerary/working agenda. Manages Speaker/Sponsor accommodations & transportation. Manages VIP special requests & accommodation assignments. Partners with dedicated team to communicate registration/air needs. Process individual registrations for participants and/or assist with questions regarding registration. Produce name badges, labels and tent cards, etc. Responsible for scheduling and managing project mailings assuring all pieces are ready, to include but not limited to, hard copy and/or electronic mailings of invitation, confirmation, final documentation and mail merge, if applicable. Ship program materials including travel director packets and forward tracking information to Meeting Management Team. May manage small events on own including project timeline, additional vendor negotiations, web requirements, program materials, program itinerary, billing, etc. •Provides final reporting Liaise with Lead Manage on final billing and reconciliation (consolidated invoicing paid through American Express M&E) Manage attendee management and direct communications with attendees Manage housing link and be main point of contact for any incoming hotel questions or requests. Produce and update Weekly Pace reports on how our room block is tracking including YOY comparisons. Manage sub-block contracts for groups such as Speakers, Exhibitors and Groups with 10+ rooms. Provide reminders, and communication Source additional nearby hotels for Overflow if/as needed. DATA AND REPORT MANAGEMENT: Utilizes business program management system to manage programs. Creates and manages reporting timeline, documents and spreadsheets for assigned programs, as required by team and client. Maintains accurate records, data input, and complete file management as outlined in American Express Meetings & Events and client policies and procedures. Creates and delivers custom forms/reports to client and team such as sign-in sheets, breakout schedules, rooming lists, transportation, etc. Process supplier invoices as required. Reconciles events and expenses as needed. RELATIONSHIP MANAGEMENT: Participate in client meetings and conference calls to provide updates on registration data as needed. Attend and participate in operational turnover and internal meetings to capture pertinent information: including timelines, reporting needs and contact information. Communicate reporting timelines with Meeting Management Team. Participate in pre-con meeting one week prior to program operation by providing updates on assigned tasks. Actively participate to improve inter-departmental processes, systems and communications.

Requirements

• Proficient in Cvent
• 2 years business experience or college degree
• Ability to communicate effectively and professional with all levels of management and clients.
• Appearance needs to always be neat and professional
• Proven organizational skills
• Ability to handle multiple demands
• Ability to work accurately and timely – in order to meet deadlines.
• Ability to be flexible and handle change well.
• Microsoft Word and Excel experience – Beginner/Intermediate level

Nice To Haves

• 6 months to 1 year of past meeting planning skills preferred.
• Experience with meeting industry technology a plus, especially for attendee registration (Cvent)

Responsibilities

• Reporting & to facilitate attendee management and manage direct attendee communications related to all attendee management
• Attendee refunds through payment portal
• Sponsor payment process
• Transportation arrangements
• Gifting management
• FAQs development
• Consultation on Cvent web build
• Meets all deadlines as established by Meeting Management Team and client vendors.
• Creates and monitors hotel block and communicates updates to team.
• Recommends specific needs/fields to be included on web site prior to web building, including activity descriptions, registration deadlines, etc, and then assists with building and management of all activities, meetings and reports.
• Performs quality control check on web site prior to going live and communicates challenges to Web Manager.
• Creates first draft meeting and event menus for Meeting Management Team as requested, and ensures quality and accuracy of Banquet Event Orders (BEOs) against itinerary/working agenda.
• Manages Speaker/Sponsor accommodations & transportation.
• Manages VIP special requests & accommodation assignments.
• Partners with dedicated team to communicate registration/air needs.
• Process individual registrations for participants and/or assist with questions regarding registration.
• Produce name badges, labels and tent cards, etc.
• Responsible for scheduling and managing project mailings assuring all pieces are ready, to include but not limited to, hard copy and/or electronic mailings of invitation, confirmation, final documentation and mail merge, if applicable.
• Ship program materials including travel director packets and forward tracking information to Meeting Management Team.
• May manage small events on own including project timeline, additional vendor negotiations, web requirements, program materials, program itinerary, billing, etc.
• Provides final reporting
• Liaise with Lead Manage on final billing and reconciliation (consolidated invoicing paid through American Express M&E)
• Manage attendee management and direct communications with attendees
• Manage housing link and be main point of contact for any incoming hotel questions or requests.
• Produce and update Weekly Pace reports on how our room block is tracking including YOY comparisons.
• Manage sub-block contracts for groups such as Speakers, Exhibitors and Groups with 10+ rooms.
• Provide reminders, and communication Source additional nearby hotels for Overflow if/as needed.
• Utilizes business program management system to manage programs.
• Creates and manages reporting timeline, documents and spreadsheets for assigned programs, as required by team and client.
• Maintains accurate records, data input, and complete file management as outlined in American Express Meetings & Events and client policies and procedures.
• Creates and delivers custom forms/reports to client and team such as sign-in sheets, breakout schedules, rooming lists, transportation, etc.
• Process supplier invoices as required.
• Reconciles events and expenses as needed.
• Participate in client meetings and conference calls to provide updates on registration data as needed.
• Attend and participate in operational turnover and internal meetings to capture pertinent information: including timelines, reporting needs and contact information.
• Communicate reporting timelines with Meeting Management Team.
• Participate in pre-con meeting one week prior to program operation by providing updates on assigned tasks.
• Actively participate to improve inter-departmental processes, systems and communications.

Benefits

• 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 wellbeing resources to support you and your immediate family.
• 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 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 Inclusion in every aspect of our business at Amex 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree