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Event Manager

2 weeks ago

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

American Express Global Business Travel (GBT) equips companies of all sizes with the insights, tools, services and expertise they need to keep their travelers informed, focused and productive while on the road. With approximately 14,000 employees and operations in nearly 140 countries worldwide, American Express GBT empowers customers to take control of their travel programs, optimizing the return on their travel and meetings investments, while, more importantly, providing extraordinary traveler care.

We're moving faster than ever and introducing new products, services, and strategies that will revolutionize the travel industry and bring greater value to our business customers. Our clients' success expands our success, so we put our heart and soul into helping our clients achieve results that exceed all expectations. As the world's largest travel management company, we are continuing to build alliances with key travel leaders and suppliers throughout the world, strengthening our position as a quality provider to companies of all sizes.

We are committed to ensuring that our global workforce experiences a culture of belonging that leverages the diverse backgrounds and unique perspectives of our colleagues, clients, partners and communities, to foster a high performing multicultural and inclusive organization. We believe that a culture where everyone feels engaged, has a voice, and is empowered to achieve their full potential, is core to our purpose and success.

The Event Manager role focuses on the delivery of quality meeting planning and execution services for a variety of clients as part of an end-to-end management solution. Whilst the role primarily focuses on logistic management, there may also be the need to provide creative support.

Position terms:

- Full time position

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 escalation as needed
- Source, Negotiate, Contract and Manage all vendors / suppliers for the meeting on clients behalf and ensuring quality services at efficient rates.
- Create and Manage critical path for event(s) including key dates internally and externally
- Create, 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
- Create 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 compliant 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 manage 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,