Meeting Planner-3

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Functions as primary client liaison and lead for assigned programs. Manage corporate meetings and events through the implementation of strategy, delivery of objectives and execution of logistics, while effectively working with clients. Responsible for coordination of all program planning from post contract execution to final billing, while providing unparalleled levels of customer service on all travel programs. Works closely with client contact to understand and meet program objectives/outcomes. Performs other duties as assigned.

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

Knowledge and Skills required:

- At least 5-7 years of past meeting planning skills are required. CMP desired.
- 4 year degree preferred
- Ability to communicate effectively and professional with all levels of management and clients.
- Appearance needs to always be neat and professional
- Ability to work accurately and timely - in order to meet deadlines.
- Ability to be flexible and handle change well.
- Microsoft Word and Excel experience - Intermediate level
- Experience with meeting industry technology a plus

Location

Mexico - Distrito Federal - Mexico City

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 ass