RESPONSIBILITIES
Researches information on destinations, hotels, suppliers, venues, etc. for the development of client proposals with the direction of the meeting owner and/or Sourcing Manager
Compiles and organizes information to develop the final proposal
Complete project timeline; establishes a work flow schedule with client and suppliers to facilitate prompt and accurate handling of all program details
Utilizes designated business program management system to manage program from sourcing meeting to final bill completion
Manages and negotiates any additional hotel needs, destination management company (DMC), air and all third-party contracts. Monitors attrition dates, cancellation policies and ensures contracted services are executed
Coordinates web registration support on assigned programs
Work with creative team to produce program materials
Coordinates and attend site inspections as needed
Coordinates all program details and produces a program itinerary / working agenda that outlines all program specifics and requirements
Conduct program debrief with client and provide full briefing report post event
Works with accounting to complete final bill, reviews final billing prior to final invoicing to client
Maintains accurate records, system input, and complete file management as outlined in client policies and procedures
Evaluates program impact and reassesses objectives and outcomes; plan for continuous improvement
Partners with designated team to communicate registration and air needs, status meetings and continuous communication throughout program
Able to assist with any level of event including those of a complex nature, large volume, high level of confidentiality, etc.
Identifies, develops, and ensures implementation of SOP’s and standard practices and process improvements
Develops service recovery plans for events, ensures the plans are implemented, and improvement goals are achieved or exceeded
Outlines strategy and communication plan for client and internal presentation purposes
Evaluates impact of events and reassesses objectives and outcomes; plans for continuous improvement
Responsible for working within the designated meeting technology tool and may be asked to make recommendations about tool/process enhancements.
LEADERSHIP/RELATIONSHIP MANAGEMENT and PERSONAL PRESENCE:
Contributes to a positive and open work environment
Embraces the Growth Mindset way of thinking and management including:
Seeking out and welcoming demanding tasks and taking calculated risks
Use setbacks and mistakes as learning opportunities
Value hard work and effort to continuously improve
Seek out constructive feedback
Motivated by the achievements of peers
Embrace setting stretch goals
Keep an open mind and embrace thinking in new directions
Collaboration and teamwork are integral
May serve as a support to leadership in the areas of forecasting, costing and budgeting, and reviews program budgets
Act as subject matter expert (SME) to ensure consistency and training for all, using best practice approach, experience and knowledge
Ability to make others feel at ease, in-person and virtual executive presence skills and strong interpersonal relationship/communication skills with ability to anticipate the needs of the client
Works closely with support departments to exceed client requirements and objectives
Partners with third party suppliers to arrange their services
Conducts regularly scheduled status meetings with client and stakeholders from pre-launch through program operation, and ensures program objectives are executed
May be requested to manage VIP special projects and oversee VIP logistics, as well as events happening in client facilities
Develops strong relationships with multiple contacts within client and supplier organizations
May assist with training and development of employees regarding SOP’s, client processes and requirements and individual training needs
Review processes and offer solutions/additions as needed
FINANCIAL MANAGEMENT:
Responsible for accurate program forecasting and updating business management systems with accurate financial information as needed
Manages overall program budget, reviews and audits all program related billing for accuracy. Tracks and reports expenses to clients and communicates changes to them on a consistent basis.
Initiate and reconcile supplier payments
Works with leader to forecast overall program financials and ensure monthly tracking for actual
MISCELLANEOUS RESPONSIBILITIES:
Works on special projects as assigned by leadership
May require travel to destinations, primarily in the APAC region, in support of client site inspections and/or program operations
Keep abreast of industry standards and trends related to responsibilities
Develop and maintain key client and supplier relationships
Develop and maintain knowledge of technology and/or software solutions
Handling multiple projects/demands effectively
MANDATORY REQUIREMENTS
Excellent understanding of the travel industry and event planning process to include contract knowledge/ negotiation experience, detailing of events, cost savings and leveraging supplier relationships
At least 8 years of past meeting planning skills are required
CMP/SMMP preferred
Experience working with international hotels
Expertise in food, wine, travel and hospitality services
Extensive experience in planning high-end outbound events at top venues with strong knowledge of leading venues/restaurants, DMCs, and other suppliers
Proven experience in project management of meetings
Strong relationship with hoteliers
Ability to communicate effectively and professionally with all levels of management and clients
Appearance needs to always be neat and professional
Understanding of current business and social etiquette
Ability to work accurately and timely – in order to meet deadlines
Ability to be flexible and handle change well
Analytical skills required
Microsoft Word, Excel and PowerPoint experience – Intermediate level
Experience with meeting industry technology a plus (i.e. Cvent, Lanyon)
Advanced oral and written presentation skills required
Ability to travel internationally. Estimated travel – approximately 20%
Location
India – Maharashtra – Mumbai
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.
GBT Recruitment Privacy Statement (https://www.amexglobalbusinesstravel.com/gbt-recruitment-privacy-statement/)
American Express Global Business Travel (GBT) is the world’s leading business partner for managed travel. We help companies and employees prosper by making sure travelers are present where and when it matters. We keep global business moving with the powerful backing of 16,000 travel professionals in more than 140 countries. Companies of all sizes, and in all places, rely on GBT to provide travel management services, organize meetings and events, and deliver business travel consulting.
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