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Meeting Planner

2 weeks ago

กรงเทพมหานคร, Thailand American Express Global Business Travel Full time

Responsibilities:
Operational delivery of meeting services
- Support on multiple meetings under the direction of a Meeting Manager who based in Thailand.
- 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 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 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

Requirements - Mandatory:

- Minimum of 2 years proven event management experience
- 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
- 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

Thailand - Bangkok

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