Job Description

Congress Meeting Coordinator

Supports the Congress Meeting Management Team (Meeting Managers, Sourcing Managers, Team Leader and Operations Manager) for assigned program deliverables. Works directly with internal team to develop and adhere to project timeline. Primary liaison for management of some support departments per assigned program (i.e. Attendee Management, Transportation, Supplier Invoicing, Transfer of Value reporting, HCP Reimbursements etc.).

Roles & Responsibilities

PROCESS MANAGEMENT:

• Meets all deadlines as established by Congress Meeting Management Team and client vendors.
• Manages Attendee Management tasks and ensures quality control of attendee data in Cvent for each assigned meeting
• Creates and monitors hotel block per hotel contracted deadlines and communicates needed updates to internal team based on attendee registration data.
• Performs quality control check on registration website prior to launch and communicates changes to Digital Services Team.
• Partners with internal departments to communicate registration/air needs to Travel for Meetings team.
• Process individual registrations for participants and/or assist with attendee questions regarding registration.
• Produce meeting materials: name badges, labels, and tent cards, etc.
• Assists with attendee communications: electronic mailings of invitation, confirmation, final documentation, and mail merge, if applicable.
• Arranges shipment of program materials to meeting venue locations.
• Assists with post meeting Transfer of Value reporting requirements in meeting technology tool (Cvent).
• Assists with Quality Control Review Process for hotel contracts, as needed, to support Sourcing Managers.
• Handles HCP expense reimbursement processing.

DATA AND REPORT MANAGEMENT:

• Utilizes Cvent system to oversee attendee management for assigned meetings.
• Creates and manages reporting timeline for assigned programs, as required by team and client.
• Runs standardized reports for assigned programs per meeting timeline
• Maintains accurate records, data input, and completes Audit Retention file management as outlined in American Express Meetings & Events and client policies & procedures.
• Creates and delivers custom forms/reports to client and team such as sign-in sheets, breakout schedules, rooming lists, transportation manifests, etc.
• Processes supplier invoices, as required.
• Reconciles events and expenses, as needed.
• Assignment of special projects as needed both internal and for the client

RELATIONSHIP MANAGEMENT:

• Participate in client meetings and conference calls to provide updates on registration data, as needed.
• Attend and participate in operational internal meetings to capture pertinent information: including timelines, reporting needs and contact information.
• Participate in pre-con meeting one week prior to program operation by providing updates on assigned tasks.
• Communicate with meeting attendees via email or phone to assist with meeting registration, answer meeting inquiries or direct questions to the appropriate team resource.
• Coordinate program needs with preferred suppliers.

MICELLANEOUS RESPONSIBILITIES:

• Order and verify supplies for team and programs.
• Assignment of special projects as needed both internal and for the client
• Other duties as assigned

QUALIFICATIONS:

• 2 years business experience or college degree
• Minimum 2 years previous event coordination experience
• 4-year degree preferred
• Ability to communicate effectively and professionally with all levels of management and clients.
• Appearance needs to always be neat and professional
• Proven organizational skills
• Ability to handle multiple demands
• Ability to work accurately and timely to meet deadlines.
• Ability to be flexible and handle change well.
• Excellent computer skills, knowledge of Microsoft Office tools & ability to learn new technology quickly
• Experience with meeting industry technology a plus, especially for attendee registration
• Ability to analyze, manipulate data and create custom reports
• Strong interpersonal communication & customer service skills
• Knowledge of travel industry, meetings industry, Pharmaceutical compliance reporting requirements (Transfer of Value) a plus
• Cvent knowledge a plus

Location Canada - Virtual Location


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