Meeting Manager

3 months ago

Quebec City, Canada American Express Global Business Travel Full time

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.
Ready to explore a career path? Start your journey.
Function as primary client liaison and lead for assigned programs. Manage pharmaceutical meetings and events through the implementation of strategy, delivery of objectives and execution of logistics, while effectively working with clients. Responsible for coordination of program planning from post contract execution to final billing for Transfer of Value reporting, while providing unparalleled levels of customer service on all programs. Work closely with client contact to understand and meet program objectives/outcomes. The scope of this position is dependent upon assigned account/programs. Duties will vary from client-to-client and program-to
- program.
This is primarily a Remote working position with expectations to work at the client's office 1 day each week, located in Kirkland, QC.
**What We're Looking For**:
**PROCESS MANAGEMENT**:
Complete project timeline; establish a work flow schedule with client and suppliers to facilitate timely and accurate handling of all program details.
Use Cvent to run program from contract turn-over meeting to final bill completion.
Handle and negotiate any additional hotel needs, destination management company (DMC), air and all third party contracts. Monitor attrition dates, cancellation policies to ensure contracted services are performed.
Communicate between Information Technology support and clients for web requirements on assigned programs.
Work with creative team to produce program materials.
Coordinate and possibly attend site inspections as needed.
Coordinate all program details and produce a program itinerary / working agenda that outlines all program specifics and requirements.
Conduct program debrief with client.
Work with accounting to complete final bill, review final billing prior to final invoicing to client.
Maintain accurate records, system input, and complete file management as outlined in American Express M&E and client policies and procedures for ToV reporting.
Evaluate program impact and reassesses objectives and outcomes; plan for continuous improvement.
Partner with designated team to communicate registration, air needs, status meetings and continuous communication throughout program.
Able to assist with any level of event including those of a sophisticated nature, large volume, high level of confidentiality, international scope, HCP attended, etc.
**RELATIONSHIP MANAGEMENT**:
Promote positive team environment as a positive role model.
Maintain proactive, positive, open line of communication with client to ensure understanding of expectations and client happiness.
Act as lead, communicate program requirements to team as needed; work closely with support departments to exceed client requirements and objectives.
Partner with third party suppliers to arrange their services.
Conduct regularly scheduled status meetings with client and stakeholders from pre-launch through program operation and ensures program objectives are performed.
May be requested to lead VIP special projects and lead all aspects of VIP logistics.
Develop positive relationships with multiple contacts within client and supplier organizations.
May participate in client presentations as requested.
Review processes and offer solutions/additions as needed.
**FINANCIAL MANAGEMENT**:
Responsible for accurate program forecasting and updating business management systems with accurate financial information as needed.
Manage overall program budget, review and audit all program related TOV billing for accuracy. Track and report expenses to clients and communicate changes on a consistent basis.
May initiate and reconcile supplier payments.
Work with leader to forecast overall program financials and ensure monthly tracking for actual.
Monitor foreign exchange rates for sharp fluctuations which may impact the budget.
Assist in review of other Meeting Manager budgets.
**MISCELLANEOUS RESPONSIBILITIES**:
Work on special projects as assigned by team leadership.
May require travel to destinations worldwide, in support of client site inspections and/or program operations.
Keep abreast of industry standards and trends related to responsibilities.
Develop and maintain key client and supplier relationships
Develop and maintain knowledge of technology and/or software solutions
Prioritize multiple projects/demands effectively

**Qualifications**:
**REQUIRED**: 5-7 years meeting planning experience with at least 3 years in a pharma environment.
**REQUIRED**: driving proximity to client office in Kirkland, QC, ability to work in-office 1 day/week & 4 days remote
**REQUIRED**: bilingual English/French
CMP designation preferred
4 year degree preferred
Ability to communicate effectively and p

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