Event Coordinator

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.

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American Express Global Business Travel (GBT) equips companies of all sizes with the insights, tools, services and expertise they need to keep their travelers informed, focused and productive while on the road. With approximately 14,000 employees and operations in nearly 140 countries worldwide, American Express GBT empowers customers to take control of their travel programs, optimizing the return on their travel and meetings investments, while, more importantly, providing extraordinary traveler care.

We’re moving faster than ever and introducing new products, services, and strategies that will revolutionize the travel industry and bring greater value to our business customers. Our clients’ success expands our success, so we put our heart and soul into helping our clients achieve results that exceed all expectations. As the world’s largest travel management company, we are continuing to build alliances with key travel leaders and suppliers throughout the world, strengthening our position as a quality provider to companies of all sizes.

We are committed to ensuring that our global workforce experiences a culture of belonging that leverages the diverse backgrounds and unique perspectives of our colleagues, clients, partners and communities, to foster a high performing multicultural and inclusive organization. We believe that a culture where everyone feels engaged, has a voice, and is empowered to achieve their full potential, is core to our purpose and success.

Get ready to take your career to new heights.

For more information about American Express GBT, please refer to our website: https://www.amexglobalbusinesstravel.com/about-us/

Job Summary

The Event Coordinator supports all elements of the end to end management of an event, including registration, attendee management, logistics support & administration.

The key responsibility involves full liaison & coordination of all attendees. This includes coordinating registration, travel & accommodation requirements alongside preparation of event documentation & on-site support. The role will also involve liaising with internal Event Managers as well as clients/attendees to provide information as required. Typically, the Event Coordinator supports an Event Manager in event delivery.

Please note this is an entry-level role.

Client industry

This job description relates to Pharma client industries.

Account type

The Event Coordinator may work on a range of client account types & teams including Strategic Meetings Management (SMM) Clients or Ad hoc / Event by Event (EBE)/ MICE Clients.

Responsibilities

• Manage registrations, event databases & attendee management including build, communications & reporting
• Create documentation including attendee website registration for client approval, reminder emails & joining instructions.
• Maintain dedicated event mailbox & phone lines - Promptly acknowledge & confirm registration questions
• Arrange accommodation for all attendees, staff, speakers, clients & any other individuals associated with the event. Administer & confirm all reservations & subsequent changes to reservations.
• Manage communications relating to participation of attendees including their accommodation & travel requirements
• Liaise with 3rd party providers e.g. Travel agents who our clients are contracted to
• Liaise with external agencies, client & DMC’s, to book all necessary attendee travel & transfer requirements within budget
• Liaise with attendee & host country contact to produce necessary documentation for Visa applications (where applicable)
• Produce event documentation required by on-site team eg Attendee, Transfer, Rooming lists & dietary requirements
• Prepare on-site documentation for attendees including name badges, welcome & departure letters, evaluation forms
• Attend on-site events to supervise the registration & assist the Event Manager with the general event coordination.
• Assist with creation of proposals & initial budgets
• Research destinations, venues & entertainment options as required
• Assist Event Managers with pre-event co-ordination such as preparing stationery boxes & onsite packs
• Accurate & timely data management
• Provide necessary information to client post event such as attendance lists, evaluation form feedback
• Assist the Project Manager in reconciling invoices
• Manage attendee expense claims & report detail
• Supporting maximisation of revenue per event & understanding of overall contribution to revenue & P&L
• Depending on experience may run some very small meetings end to end
• Attend fam trip & presentations
• Additional duties as requested

Qualifications, Skills & Knowledge

• Fluent Business English
• Additional languages are a benefit to the role but not essential
• Customer care excellence
• Proficiency in Word, Excel & PowerPoint
• Proficiency in “Mail Merge” capability in Word & “Pivot tables” in Excel
• Proficiency in Cvent is a benefit to the role but not essential– data entry, ERFP, reporting, budget
• GDS experience is a benefit to the role but not essential
• Minimum of 1-2 years experience in meeting & event management
• Flexibility & Ability to adapt
• Able to work well in a Team
• Used to working under pressure
• High level of attention to detail

AmexGBT is committed to equal employment. All qualified candidates will receive consideration for employment regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, , family or parental status, gender identity, former military, persons with disabilities or any other characteristic protected by government laws and regulations.

As a valued American Express GBT candidate, please take a moment to join us on LinkedIn and provide a review on Glassdoor

Location

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 assistance, and more.

• 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 global tuition assistance, 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 Diversity, Equity, and Inclusion in every aspect of our business at 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.

• Wellbeing resources to support mental and emotional health for you and your immediate family.

• And much more!

All applicants will receive equal consideration for employment without regard to age, sex, gender (and characteristics related to sex and gender), pregnancy (and related medical conditions), race, color, citizenship, religion, disability, or any other class or characteristic protected by law.

Furthermore, we are committed to providing reasonable accommodation to qualified individuals with disabilities. Please let your recruiter know if you need an accommodation at any point during the hiring process. For details regarding how we protect your data, please consult GBT Recruitment Privacy Statement.

What if I don’t meet every requirement? If you’re passionate about our mission and believe you’d be a phenomenal addition to our team, don’t worry about “checking every box;" please apply anyway. You may be exactly the person we’re looking for!