Meeting Coordinator-1

Contenido de trabajo

Job Description

ROLES & RESPONSIBILITIES

PROCESS MANAGEMENT:

• Complete project timeline; establishes a work flow schedule with client and suppliers to facilitate prompt and accurate handling of all program details.
• Utilizes business program management system to manage program from contract turn-over 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.
• Communicates between Information Technology support and clients for web requirements on assigned programs.
• Works with creative team to produce program materials.
• Coordinates and may attend site inspections as needed.
• Coordinates all program details and produces a program itinerary / working agenda that outlines all program specifics and requirements.
• Ability to work independently throughout the end-to-end event & attendee management to program execution
• Conduct program debrief with client and provide full briefing report post each 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, international scope, 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 get better
• Seek out constructive feedback
• Motivated by the achievements of peers
• Embrace setting stretch goals
• Keep open minds and embrace thinking in new directions
• Comfortable taking informed risks
• Collaboration and teamwork is integral
• May serves as a support to leadership in the areas of forecasting, costing and budgeting, and reviews program budgets.
• May 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
• Acts as lead, communicates program requirements to leader and client as needed; 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.
• Develops strong relationships with multiple contacts within client and supplier organizations.
• Mentor Meeting Managers and Meeting Coordinators showing best practice approaches.
• 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.
• Initiates Supplier payments
• Works with leader to forecast overall program financials and ensure monthly tracking for actual.
• Monitor foreign exchange rates for sharp fluctuations which may impact the budget.
• Assists in review of other Meeting Manager budgets.
  
  

MISCELLANEOUS RESPONSIBILITIES:

• Works on special projects as assigned by leadership.
• May require travel to destinations worldwide, 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
  
  

Qualifications:

• At least 5-7 years of past meeting planning skills are required
• Bachelors Degree Strongly Preferred
• CMP/SMMP preferred
• Experience working with domestic and international venues
• Expertise in food, wine, travel and hospitality services
• Extensive experience in planning high-end dinners/events at top venues with strong knowledge of leading venues/restaurants, chefs and sommeliers
• Strong relationship with hoteliers
• Ability to communicate effectively and professional 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 and Excel experience – Intermediate level
• Experience with meeting industry technology a plus
• Advanced oral and written presentation skills required
• Ability to travel by airplane, boat, rail and/or car both domestically and internationally
  
  

About American Express Meetings And Events

American Express Meetings & Events, a division of American Express Global Business Travel, offers longstanding experience, expertise and leading capabilities spanning program implementation to budget optimization to deliver powerful meetings and events experiences for clients. The global team is focused on meetings and events sourcing, planning, contract negotiations, budgeting, expense management, reporting and benchmarking, combined with strategic counsel and integration of leading technology. This end-to-end approach focuses on creating visibility, driving savings and enabling effective meeting experiences.

With more than 40 years in the industry and a presence in over 50 countries, American Express Meetings & Events is uniquely positioned to manage meetings and events locally, regionally, internationally and across the globe. American Express Meetings & Events works with local leaders to enhance its offering to clients. To learn more about the services offered by American Express Meetings & Events, visit https://www.amexglobalbusinesstravel.com/meetings-and-events/

Location

Taiwan - Taipei City - Taipei

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