Entry-Level Congress Coordinator (Springfield)

Join Amex GBT, where travel becomes a source of inspiration and a way to make a positive impact in the industry. We are committed to fostering an inclusive and collaborative work culture where each colleague's contributions are valued.

As the main point of contact for assigned pharmaceutical congresses, you will work closely with our global clients to understand their objectives and achieve impactful outcomes. You will oversee the daily planning and execution of congress activities, which encompasses schedule coordination, speaker logistics management, and ensuring all materials are prepared promptly for the events. This role also involves close cooperation with internal and external stakeholders to deliver a seamless experience for attendees while adhering to client standards. The position will require travel of up to 40%.

Key Responsibilities :

Establish comprehensive project timelines with clients and suppliers to ensure all details are managed accurately and on time.

Utilize our business program management system to oversee programs from the contract turnover meeting to final billing.

Negotiate additional hotel requirements, congress needs, partnerships with destination management companies, and handle all third-party contracts to ensure service satisfaction.

Facilitate communication between IT support and clients for web requirements related to assigned programs.

Coordinate site inspections as necessary and produce detailed program itineraries that outline all specifics and requirements.

Maintain precise records, system inputs, and thorough file management as per Amex GBT policies for transparency and reporting.

Assess program impact continuously, reassess objectives, and plan for ongoing improvement.

Collaborate with your team to address registration, travel arrangements, status meetings, and maintain communication throughout the program lifecycle.

Support complex congress meetings and events, ensuring high confidentiality and compliance with professional standards.

Foster a positive team environment and exemplify good role modeling.

Maintain clear, proactive communication with clients to ensure their expectations are met and satisfaction is prioritized.

Act as a lead to communicate program requirements internally and collaborate closely with support departments to fulfill client objectives.

Conduct regular update meetings with clients and stakeholders from the pre-launch phase through to program execution to ensure that objectives are achieved.

What We Seek :

A minimum of 3 years of experience in Congress event planning.

A solid understanding of Cvent software.

A data-driven and detail-oriented mindset.

Excellent customer interaction skills.

Strong organizational and communication capabilities.

Willingness to travel, with up to 40% of time potentially required.

Availability to begin work by early February.

Location : United States

The national base salary range for this position is between $55,300.00 and $102,700.00, determined by the role's complexity and the candidate's experience and skills. This position is also eligible for a discretionary annual bonus based on individual and / or company performance.

At Amex GBT, we offer a variety of comprehensive benefits programs tailored to the U.S. workforce from your first day, including health and welfare insurance plans, retirement programs, parental leave, adoption assistance, and wellness resources for you and your family.

The #TeamGBT Experience :

Flexible benefits available from day one to meet diverse needs.

Travel perks providing weekly opportunities for discounts on various travel services.

Skill development options with access to over 20,000 courses and internal leadership courses for career growth.

Commitment to Inclusion through global INclusion Groups to foster support and awareness.

And much more!

All applicants will be treated equally without regard to any protected characteristic. We are committed to providing reasonable accommodations for qualified individuals with disabilities throughout the hiring process. If you require accommodation, please notify your recruiter. We look forward to your application!