Meetings & Events Coordinator – Air Travel & Attendee Logistics

American Express Global Business Travel

2d • $55,300 - $102,700 • Onsite

About The Position

Amex GBT is seeking a highly analytical and detail-obsessed Meetings & Events Coordinator to support complex, high-visibility programs within a fast-paced, high-tech environment. In this role, you will be responsible for the end-to-end coordination of attendee air charter assignments, serving as a critical control point for attendee movement and logistics execution. You'll handle dynamic manifests, reconcile data across multiple systems, and ensure precision execution across all arrival and departure logistics. This position requires a strong foundation in meetings and events operations, outstanding data management skills, and the ability to operate with speed, accuracy, and discretion while handling sensitive, high-profile traveler information.

Requirements

• 3–5 years of experience in meetings & events, travel logistics, or attendee management within a high-volume or high-complexity environment
• Strong understanding of meetings and events operations, particularly attendee logistics and travel coordination
• Advanced experience handling manifests, large datasets, and complex logistics with a high degree of accuracy and a zero-error mentality
• Advanced proficiency in Google Sheets (pivot tables, formulas, data validation)
• Experience with event technology platforms (Cvent) and travel management tools
• Demonstrated knowledge of domestic and international destinations, including major gateway cities, airport logistics, travel times, and routing considerations
• Ability to prioritize multiple tasks, tight deadlines, and rapid changes in a fast-paced, high-tech environment
• Strong analytical, problem-solving, and critical-thinking skills with excellent communication abilities
• Demonstrated professionalism and discretion when handling sensitive attendee information
• Experience supporting executive-level or VIP attendee management.

Nice To Haves

• Prior experience with air charter operations or group air travel logistics.
• Familiarity with data integration across multiple systems and platforms.
• Experience supporting large-scale, global, or high-security events.

Responsibilities

• Lead the assignment of attendees to air charter flights based on role segmentation (executives, speakers, VIPs, staff, general attendees), applying business rules, prioritization logic, and capacity constraints to optimize flight assignments
• Build, maintain, and continuously reconcile detailed arrival and departure manifests across all programs, ensuring 100% accuracy of attendee data including names, roles, travel windows, flight assignments, and special accommodations
• Perform ongoing audits and quality checks to identify discrepancies and resolve issues proactively, maintaining version control and ensuring all stakeholders work from current data sets
• Partner with air charter vendors and internal stakeholders to align flight schedules, capacity, and special requirements while handling sensitive and high-profile traveler assignments with confidentiality and precision
• Collaborate with registration, housing, transportation, security, and on-site operations teams to ensure a seamless end-to-end attendee journey, serving as the primary liaison between meetings & events, travel teams, and air charter providers
• Monitor and handle real-time changes including cancellations, no-shows, substitutions, and last-minute flight adjustments, rapidly reassigning attendees and rebalancing manifests while maintaining compliance with business rules
• Troubleshoot issues related to travel disruptions, delays, and schedule changes with a solutions-oriented mentality by demonstrating agility and the ability to adjust quickly in real-time environments
• Support integration of attendee data across platforms (registration systems, travel tools, reporting dashboards) and manage data integrity across multiple systems
• Generate and maintain detailed reporting on attendee movement, flight utilization, and manifest accuracy, analyzing data to identify trends, gaps, and opportunities for process improvement
• Support post-event reconciliation and reporting results while maintaining strong ownership and accountability for all assigned tasks

Benefits

• health and welfare insurance plans
• retirement programs
• parental leave
• adoption assistance
• wellbeing resources
• Travel perks: get a choice of deals each week from major travel providers on everything from flights to hotels to cruises and car rentals.
• access to over 20,000 courses on our learning platform, leadership courses, and new job openings available to internal candidates first.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed