Event Manager - Ireland

Amex GBT is a place where colleagues find inspiration in travel as a force for good and – through their work – can make an impact on our industry. We’re here to help our colleagues achieve success and offer an inclusive and collaborative culture where your voice is valued.

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Event Manager - Job Summary

What you'll do:

• End to End project management

• Communication with meeting owners

• Negotiation (Financial, Contractual etc.) with suppliers

• Exhibit leadership skills when managing project team

• Operational management of the event database CVENT (planning, registration, final budget reconciliation)

• Operational management of the event database CVENT (planning, registration, final budget reconciliation)Accurate and timely data management

• Logistical coordination of the event

• Maximising revenue per event and understanding of overall contribution to revenue and P&L throughout event and for final budget reconciliation

• Sound Company product knowledge and ability to cross sell products where possible

• Analytical Reasoning – using analysis of today’s meeting data for future event delivery

• Onsite assistance

• Financial and Data Reporting per event, per client

• Additional duties as requested

What we're looking for:

• Fluent Business English
• Customer care excellence Proficiency in Word, Excel, and PowerPoint
• High level of attention to detail
• Proficiency in Cvent or similar system an advantage – data entry, eRFP, reporting, budget
• Knowledge of GDS: Group and individual reservations an advantage
• Minimum of 3 year’s experience in event management
• Flexibility and Ability to adapt
• Able to work well in a Team 
• Used to working under pressure

Job specific tasks

The Event Management role contains the following tasks:

SOURCING

• Understand and meet SMM Client Service Level Agreements (SLA)
• Qualifying call with meeting owner to determine requirements of the event
• Work with the sourcing team to Identify appropriate venues according to client/event needs
• Follow Preferred Supplier Program
• Communication with suppliers, managing deadlines with supplier and client
• Budget creation and management
• Coordinate site Inspection trip if needed and assistance if required 
• Secure meeting owner approval on budget and terms & conditions of suppliers
• Collect required data according to customer policies
• Secure contracts from suppliers to be signed
• Renegotiate best rates, contract conditions and payment terms
• Sign contracts with suppliers
• Issue timely deposit invoices to customer
• Make required payment to suppliers

LOGISTICS

• Identify opportunities to increase income/revenue: new products, additional services, improved services
• Liaise with suppliers
• Coordination of all involved services (venues, accommodation, transportation, restaurants, transfers, audio-visuals…)

Attendee Management

• Assistance with building event App if applicable
• Direct contact with attendees (if required)
• Reminders to meeting owner on cancellation and attrition deadlines
• Establish plan for transportation from origin cities to venue
• Coordinate transfers at destination
• Advise meeting owner about menu options
• Prepare documentation for attendees:
• Programme / Welcome letter / Badge / Air/Train ticket
• Prepare internal documentation for the event:
• Agenda with milestones and details of the event / Rooming list
• Transfer lists / Contacts
• Prepare meeting signage
• Alert meeting owner with updated budget if it increases more than 10%
• Updated budget to client prior to departure
• Ensure compliance to customer policies 
• Issue invoices to customer as per agreement
• Make required payment to suppliers as per ad hoc agreements
• Briefing to onsite assistants/freelance staff

EVENT

• On site assistance including registration (if required)
• Ensure approval is received for any extra service required on site
• Negotiate cancellations/no shows to minimize costs

POST EVENT

• Re-negotiate cancellations/no shows to minimize costs
• Refund unused flights where possible
• Prepare specific report per event (transparency, compliance, expenses, savings…) and action Transfer of value (TOV) for Healthcare Professionals (HCP's) if necessary
• Prepare actual Attendee status  
• Prepare actual budget with final cost reconciliation
• Prepare final invoice for client or individuals

Location

The #TeamGBT Experience

Work and life: Find your happy medium at Amex GBT.

• Flexible benefits are tailored to each country and start the day you do. These include health and welfare insurance plans, retirement programs, parental leave, adoption assistance, and more.

• Travel perks: get a choice of deals each week from major travel providers on everything from flights to hotels to cruises and car rentals.

• Develop the skills you want when the time is right for you, with global tuition assistance, access to over 20,000 courses on our learning platform, leadership courses, and new job openings available to internal candidates first.

• We strive to champion Diversity, Equity, and Inclusion in every aspect of our business at GBT. You can connect with colleagues through our global Inclusion Groups, centered around common identities or initiatives, to discuss challenges, obstacles, achievements, and drive company awareness and action.

• Wellbeing resources to support mental and emotional health for you and your immediate family.

• And much more!

All applicants will receive equal consideration for employment without regard to age, sex, gender (and characteristics related to sex and gender), pregnancy (and related medical conditions), race, color, citizenship, religion, disability, or any other class or characteristic protected by law.

Furthermore, we are committed to providing reasonable accommodation to qualified individuals with disabilities. Please let your recruiter know if you need an accommodation at any point during the hiring process. For details regarding how we protect your data, please consult GBT Recruitment Privacy Statement.

What if I don’t meet every requirement? If you’re passionate about our mission and believe you’d be a phenomenal addition to our team, don’t worry about “checking every box;" please apply anyway. You may be exactly the person we’re looking for!