Meeting Planner Pharma

hace 1 mes

Ciudad de México American Express Global Business Travel A tiempo completo

Roles & Responsibilities: Meeting Planner

Initiative

Detailed Work Steps

Expected Impact

Program Logistics
- Works with event owners to determine appropriate meeting logistics including meeting room set up, food & beverage needs, audiovisual equipment needs, ground transportation, etc.
- All meeting needs are planned for and met leading to a successful event

Vendor Management
- Researches, negotiates, and manages relationships with vendors such as ground transportation companies, destination management companies, drayage, etc.
- Utilizes preferred relationships whenever possible
- Acts as point of contact for all vendors
- Quality vendors are selected to work on program
- Preferred program has greater buying power for future program
- Event owner will not need to deal with multiple contact people

Budget Management
- Provides estimates to event owner to help create budget
- Manages program costs to stay within approved budget
- Alerts event owner if program is in danger of exceeding budget
- Receives proper approval to increase budget when appropriate
- Program stays within allotted budget
- Event owner is always aware of budget status

Additional negotiation and cost savings strategies
- Continually looks for areas to negotiate further and continues to drive cost savings for items added after venue contract is negotiated i.e. menu prices, shipping costs, AV equipment rental
- Event owner receives best value in all areas handled by meeting manager

On-line registration
- Determines program needs for on-line registration including site content i.e. data capture of meal selections, guest information, class choices, etc.
- Leads event owner through process of reviewing site to ensure all data is correct before site is live
- Assists event owner with communication to attendees driving them to site for registration
- On-line registration site will be designed to be user friendly, capture all necessary data, and meet all program needs

On-site Assistance
- Manages logistics with venue staff including ensuring correct room set up, meals, AV, etc.
- Oversees vendor performance i.e. ground transportation, DMC, entertainment, AV, etc.
- Staffs registration desk to answer questions, direct attendees, and act as resource for event staff
- Acts as one point of contact for venue staff
- Event owners can concentrate on other priorities leaving the logistics to the meeting managers and coordinators
- Eliminates confusion for venue staff of too many contact people

Bill reconciliation
- Reviews all invoices received to ensure program is charged correctly
- Handles any discrepancies directly with venue/vendor in order to present event owner with correct invoice
- Event owner is confident they are paying correct amount

Payment
- Manage client’s payment requirements as defined per program or account
- Event owner is confident they are paying in the correct fashion

Reporting
- Provides event owner with necessary reports including pre-event reports from on-line registration tool and post-event reports such as program cost savings
- Event owner receives all necessary data in a timely matter during pre-planning stage
- Event owner receives program cost savings report allowing them to present data to their management and keep information on file for future programs

Location

Mexico - Distrito Federal - Mexico City

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.

GBT Recruitment Privacy Statement

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