Meeting Planner

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.

Are you an event expert?

Do you have experience in organizing large, complex events in different formats: F2F, virtual or hybrid?

This is a great opportunity for you to join our Meetings & Events Team.  

Position Summary

Meeting Planner will be responsible for E2E event management, delivering an innovative, quality, meetings consultancy service for conferences, meetings and group accommodation. The job holder will be responsible for providing a total venue finding service – including: rate negotiations, production of proposals, contracting, payment to suppliers, reconciliation of spend, reporting etc.; planning part of the project so coordinating the event after the contract is signed through the organizing all the services requested by the clients ending on execution of the event, reconciliation and reporting. The person will be responsible also for building individual client relationships that guarantee client loyalty and repeat business.

Responsibilities

• Venue Sourcing & Contracting

• Sourcing venues for a local & global clients

Work with Suppliers to secure savings/added value and to maximize all commercial opportunities for Global Business Travel

• Qualify the client’s brief and source appropriate venues / virtual solutions within pre-agreed SLA’s.
• Multiple venue/platform finding, negotiation and proposal according to the client’s requirements as well as any preparation of costings and invoicing that may be required.
• Accurate data input into reporting systems
• Undertake continuous self-development and training to ensure outstanding quality and customer satisfaction standards are achieved.
• Maintain up to date knowledge of key locations, venues and event solution (platforms, mobile apps etc.) by working with suppliers on product updates, participating in trainings, workshops, and finally attending fam trip supplier meetings/presentations etc.

Planning

• Brief development
• Project planning and timeline development
• Detailed Word or PowerPoint or any other proposal
• Develop and secure arrangements for entertainment, decoration, activities, travel documents etc.
• Coordinate food and beverage
• Manage room block and attrition
• Project management / work with 3rd parties (e.g., DMC, audio-visual, graphics & key visuals, virtual meetings platforms, mobile apps suppliers, speakers, insurance agency, etc.)
• Meeting space management
• Attendee management (online and offline)
• Budget management
• Final cost reconciliation
• Invoicing and payment
• Reporting

Inpection trip & Onsite management

• Administration Support

Support for the team in various administrative tasks

Knowledge and Skills

• Excellent venue knowledge (Poland and Europe)

Strong communication skills in business English (oral & written)

• Methodical approach to work with excellent project and time management skills
• Show good initiative/communication skills, including ability to interpret clients requirements and lead the client where appropriate by demonstrating knowledge and expertise
• Strong negotiation skills
• Good understanding and usage of online tools, virtual meeting platforms, mobile apps, Microsoft applications and reporting systems
• Commercial awareness
• Solid accounting understanding, knowledge in book-keeping; analytical thinking
• Confident, professional personality which is portrayed on the telephone and face to face with colleagues and clients
• Ability to resolve issues & discrepancies
• Excellent team player skills supporting colleagues and ensuring the smooth operation of the department
• Flexibility & ability to adapt
• Managing and prioritizing tight deadlines and work under pressure
• Experience of minimum 3 years on event management: Conferences, Product Launches, Internal Sales meetings, Cycle meetings, Incentives, …

#GBTjobs

Location

Poland

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 wellbeing resources to support you and your immediate family.

• 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 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 Inclusion in every aspect of our business at Amex 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.

• 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.

Click Here for Additional Disclosures in Accordance with the LA County Fair Chance Ordinance.

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 the Amex 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!