Meeting Planner

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The Meeting Coordinator 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. The Meeting coordinator role is a support role and primarily focuses on the logistic components of the event.

Responsibilities:

Operational delivery of meeting services

• Support on multiple meetings under the direction of a Meeting Manager who based in Taiwan
• Support all types of meeting programs, including hybrid, with varying degrees of importance and varying size (0-500pax++)
• End-to-End Meeting Services includes, but is not limited to:
• Attendee Management and associated aspects (invitations, itineraries, accommodation bookings, rooming lists, special needs, dietary requirements, attendee communications, transfers, etc)
• Manage critical path for the event(s) including key dates internally and externally
• Coordinate with group air for the event for seamless delivery
• Support in financial payments to vendors, updating budgets and Cvent
• Meet all deliverables and SLA’s, both internally and externally
• Understand and be compliant with all American Express policies and the policies of the client(s)
• Onsite management(optional)
• Manage the registration of all meetings in Cvent and updating information throughout the life cycle of the event
• Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
  
  

Sourcing and Supplier Engagements

• 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
• 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 the 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
  
  

The Candidate

The ideal candidate will have experience in event management operations and would be looking to further develop their skills in an agency environment. This candidate is a driven individual who thrives on providing excellent service to clients and exceeding internal and external expectations. They have outstanding administration and time management skills and work in an efficient and practical manner.

This candidate is passionate about the meetings industry and has the ability to have fun while always delivering their events with a smile.

Requirements - Mandatory:

• Minimum of 2 years proven event management experience
• Must be proficient in Microsoft software including word, excel and PowerPoint applications
• Proficient in Events Software, i.e. EventsPro, Starcite, Cvent or similar
• Excellent communication skills, written, oral and interpersonal are essential with ability and present and engage at a senior stakeholder level
• Candidate should be flexible, detail-oriented and able to work under pressure.
• Comfortable working both independently and as part of a team
• Estimated travel – approximately 20%
  
  

Requirements - Preferred:

• Advanced diploma or university degree in hospitality, tourism, marketing or a related field.
• Understanding of the Pharmaceutical industry
• Understanding of SMM programs and principals
• Previous experience in an agency or corporate conference environment
  
  

Location

Taiwan - Taipei City - Taipei

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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