Meeting Manager-6 months contractor

As a Meeting Manager at Amex GBT, your primary responsibilities include handling the complete execution of strategic meeting programs, ensuring quality delivery of services, and maintaining ongoing communication with senior stakeholders. You'll also be integral in optimizing operational processes, managing contracts with third-party vendors, and collaborating with clients to efficiently manage program details. Your expertise will help improve program effectiveness, ensuring that our meetings not only meet but exceed expectations.

To qualify for the Meeting Manager role at Amex GBT, candidates should have at least five years of meeting planning experience, particularlywith high-end events. Familiarity with domestic and international venues is crucial, alongside strong project management and client interaction skills. Additionally, experience with meeting industry technology and strong budgeting skills are beneficial. A willingness to travel, a self-starter attitude, and excellent interpersonal communication abilities are also essential for success in this position.

Yes, the Meeting Manager role at Amex GBT requires availability for up to 40% travel, both domestically and internationally. This travel is integral to overseeing high-profile events and ensures that you can effectively coordinate with clients and suppliers across various locations. Embracing the travel aspect not only allows for hands-on management of events but also supports relationship building within the industry.

As a Meeting Manager at Amex GBT, you'll be responsible for managing a range of strategic meetings and events, including high-end dinners and large-scale conferences. Your role will involve meticulous planning and execution across diverse venues, ensuring that every detail is managed flawlessly for an exceptional attendee experience. You'll be a key player in crafting memorable gatherings that align with our clients' visions.

Amex GBT offers a wide array of benefits to its Meeting Managers, including flexible benefits tailored to the local area, health and welfare insurance plans, retirement programs, and parental leave. You'll also enjoy travel perks and have access to a vast learning platform with over 20,000 courses. The culture here prioritizes inclusion and continuous professional growth, making it a fantastic place to advance your career.

When approaching a large-scale event, I begin by setting clear objectives and understanding the client's needs. From there, I develop a detailed timeline and checklist, ensuring I coordinate logistics well in advance. Communication with stakeholders is key, as is managing resources and suppliers diligently. Throughout the process, I prioritize flexibility and adaptability, as unexpected challenges may arise that require quick thinking.

During one event, our keynote speaker's flight was delayed due to weather conditions. I immediately contacted the speaker's office to find replacement options and rearranged the event schedule to allow for their arrival. I maintained communication with attendees to keep them informed and even prepared a backup speaker in case the original was unable to make it. This proactive approach ensured the event's success despite the hiccup.

I start by thoroughly understanding the client's budget and expectations and then prioritize spending based on the needs of the event. Detailed tracking of all expenses is essential, and I often seek vendor discounts or alternatives to stay within budget without sacrificing quality. Regular communication with the client about budget status helps ensure transparency and allows for adjustments to be made as needed.

To ensure effective communication among team members, I establish clear roles and responsibilities before the event. I use digital tools for real-time communication, ensuring everyone is on the same page. Daily briefings are essential leading up to and during the event, allowing for quick updates and addressing any issues as they arise. Building a team culture where everyone feels empowered to share their insights or concerns is also crucial.

I find project management tools like Asana and Trello invaluable for organizing tasks and deadlines. Additionally, event management software like Cvent helps streamline registration, attendee management, and logistics. Familiarity with budgeting and invoicing tools also aids in maintaining accurate financial oversight throughout the planning process.

I stay updated on industry trends by regularly reading journals and publications related to event management, attending trade shows, and participating in webinars. Networking with industry peers also provides insights into emerging trends and best practices that can enhance my approach to planning and executing events.

Building strong relationships begins with effective communication and trust. I make it a priority to understand my clients' needs and goals thoroughly, offering tailored solutions that reflect their vision. I also maintain a consistent flow of communication post-event to solicit feedback, express appreciation, and nurture ongoing relationships with suppliers by recognizing their contributions and ensuring their needs are met too.

Essential qualities for a successful Meeting Manager include strong organizational skills, excellent communication abilities, and a proactive mindset. Being detail-oriented is crucial since many aspects must come together seamlessly. Additionally, having strong leadership skills to manage various teams and vendors, plus the ability to anticipate problems before they arise, can make all the difference in ensuring successful events.

I prioritize tasks by assessing deadlines and importance to the overall success of the events. Creating a comprehensive timeline helps me visualize which tasks need immediate attention and which can be delegated. I also regularly reassess priorities, adapting as necessary based on any changes or new information that emerges throughout the planning process.

The most rewarding aspect of being a Meeting Manager is seeing all the planning and effort come together to create a successful event. Witnessing attendees enjoy the experience and knowing that I've played a part in making it happen is incredibly fulfilling. Additionally, fostering relationships with clients and team members while sharing in the success of events contributes to a positive and dynamic work environment.