Event Manager fixed Term Role

2 weeks ago

Sydney, New South Wales, Australia American Express Global Business Travel Full time

Position terms:

  • Contract position commencing March to August with a view to being extended
  • 5 days p/w

Position terms:


Event Manager role focuses on the delivery of quality meeting planning and execution services for a variety of clients mainly in the Healthcare or Pharmaceutical sectors as part of an end-to-end management solution.

Whilst the role primarily focuses on the logistic management, there may also be the need to provide creative support.

Roles & Responsibilities:

  • End to end Event Management of multiple client's events, from 10 people up to 500 pax including all aspects of delegate management
  • Ongoing key operational client contact act as the key client contact for program including proposal creation and presentation, contracting, regular WIP reviews, ongoing engagement and critical issue as needed
  • Source, Negotiate, Contract and Handle all vendors / suppliers for the meeting on clients behalf and ensuring quality services at efficient rates.
  • Build and Manage critical path for event(s) including key dates internally and externally
  • Build, design and manage all aspects of the program (food and beverage, activities, transport, theming etc)
  • Attendee Management and associated aspects (initiations, itineraries, rooming lists, special needs, dietary requirements, attendee communications etc)
  • Coordinate, or manage, the air ticketing team for the event for seamless operations and client facing engagement
  • Facilitate all supplier payments including regular reporting on fund movements
  • Build and Manage the initial, negotiated, working and final budgets throughout the program in an accurate and timely manner
  • Proactive management of event, and account, profitability
  • Full financial reconciliation post event within defined SLA parameters
  • Meet all deliverables and SLA's, both internally and externally
  • Understand and be aligned with all American Express policies

Sourcing & Supplier Engagement:

  • Conducting domestic and international site searches, sourcing properties/venues adhering to client budgets and parameters
  • Prepare Site Availability Reports that outline available properties/venues for client meetings
  • Negotiating on all aspects of hotel/venue contracts on behalf of the client, driving the highest level of cost savings
  • Negotiating on all aspects of air contracts on behalf of the client, driving the highest level of cost savings
  • Work with the client hotel addendum and negotiate this on behalf of American Express clients to ensure the client's addendum is adhered to
  • Executing contracts with suppliers on behalf of the client
  • Building and maintaining relationships with all suppliers
  • Contract, negotiate and maintain relationships with vendors and DMCs.
  • Negotiate food & beverage functions, understanding guarantees and limitations
  • Understand attrition guidelines and cancellation penalties
  • Coordinate all logistics of domestic and international site inspections
  • Utilize Meeting Management Technology tools to handle RFP/response process
  • Provide clients with final signed contracts and Contract Savings Reports that outline all cost savings as a result of negotiations
  • Maintain and report timely and accurate program data

Qualifications:

  • Experience with Event Management software, preferably Cvent
  • Demonstrate experience with delegate management and registration
  • Proven experience in project, event or meeting management, at least 2 year proven negotiation and contracting experience.
  • Knowledge of domestic hotels and destinations required, international a plus.
  • Knowledge of travel supplier operations, overall capabilities/range of services
  • Program management system experience preferred, especially with an online sourcing tool. Understanding of and ability to effect win/win solutions.
  • Operations experience in hospitality industry or equivalent a plus
  • Prior successful experience in developing and maintaining key client and supplier relationships
  • Prior experience in effectively handle multiple projects/demands
  • Solid understanding of program/event management and budget maintenance
  • Proven skills for technology and/or software solutions and analytical skills required.
Location

Australia - Sydney


It is our policy to provide equal employment opportunities to all individuals based on job-related qualifications and ability to perform a job, without regard to age, gender, gender identity, sexual orientation, race, color, religion, creed, national origin, disability, genetic information, veteran status, citizenship or marital status, and to maintain a non-discriminatory environment free from intimidation, harassment or bias based upon these grounds.

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