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American Express Global Business Travel

The Event Manager is responsible for all elements of the end to end management of an event, including assistance with sourcing and site visits, group air, logistics, financial management and delivery.He/She will manage the process by joining the Meeting Qualification call through to post project financial reconciliation, respecting customer and American Express Meeting &amp; Events standards, procedures and policies.Responsibilities<ul><li>End to End project management</li><li>Communication with meeting owners</li><li>Negotiation (Financial, Contractual etc.) with suppliers</li><li>Exhibit leadership skills when managing project team</li><li>Operational management of the event database CVENT (planning, registration, final budget reconciliation)</li><li>Accurate and timely data management</li><li>Logistical coordination of the event</li><li>Maximising revenue per event and understanding of overall contribution to revenue and P&amp;L throughout event and for final budget reconciliation</li><li>Sound Company product knowledge and ability to cross sell products where possible</li><li>Analytical Reasoning – using analysis of today’s meeting data for future event delivery</li><li>Onsite assistance</li><li>Financial and Data Reporting per event, per client</li><li>Additional duties as requested</li></ul>Qualifications, Skills &amp; Knowledge<ul><li>Fluent Business English</li><li>Customer care excellence Proficiency in Word, Excel and PowerPoint</li><li>High level of attention to detail</li><li>Proficiency in Cvent or similar system an advantage – data entry, eRFP, reporting, budget</li><li>Knowledge of GDS: Group and individual reservations an advantage</li><li>Minimum of 3 years experience in event management</li><li>Flexibility and Ability to adapt</li><li>Able to work well in a Team</li><li>Used to working under pressure</li></ul>Job specific tasks The Event Management role contains the following tasks:SOURCING <ul><li>Understand and meet SMM Client Service Level Agreements (SLA)</li><li>Qualifying call with meeting owner to determine requirements of the event</li><li>Work with the sourcing team to Identify appropriate venues according to client/event needs</li><li>Follow Preferred Supplier Program</li><li>Communication with suppliers, managing deadlines with supplier and client</li><li>Budget creation and management</li><li>Coordinate site Inspection trip if needed and assistance if required </li><li>Secure meeting owner approval on budget and terms &amp; conditions of suppliers</li><li>Collect required data according to customer policies</li><li>Secure contracts from suppliers to be signed</li><li>Renegotiate best rates, contract conditions and payment terms</li><li>Sign contracts with suppliers</li><li>Issue timely deposit invoices to customer</li><li>Make required payment to suppliers</li></ul>LOGISTICS <ul><li>Identify opportunities to increase income/revenue: new products, additional services, improved services</li><li>Liaise with suppliers</li><li>Coordination of all involved services (venues, accommodation, transportation, restaurants, transfers, audio-visuals…)</li></ul>• Attendee management<ul><li>Assistance with building event App if applicable</li><li>Direct contact with attendees (if required)</li><li>Reminders to meeting owner on cancellation and attrition deadlines</li><li>Establish plan for transportation from origin cities to venue</li><li>Coordinate transfers at destination</li><li>Advise meeting owner about menu options</li><li>Prepare documentation for attendees:</li><li>Programme / Welcome letter / Badge / Air/Train ticket</li><li>Prepare internal documentation for the event:</li><li>Agenda with milestones and details of the event / Rooming list</li><li>Transfer lists / Contacts</li><li>Prepare meeting signage</li><li>Alert meeting owner with updated budget if it increases more than 10%</li><li>Updated budget to client prior to departure</li><li>Ensure compliance to customer policies </li><li>Issue invoices to customer as per agreement</li><li>Make required payment to suppliers as per ad hoc agreements</li><li>Briefing to onsite assistants/freelance staff</li></ul>EVENT <ul><li>On site assistance including registration (if required)</li><li>Ensure approval is received for any extra service required on site</li><li>Negotiate cancellations/no shows to minimize costs</li></ul>POST EVENT <ul><li>Re-negotiate cancellations/no shows to minimize costs</li><li>Refund unused flights where possible</li><li>Prepare specific report per event (transparency, compliance, expenses, savings…) and action Transfer of value (TOV) for Healthcare Professionals (HCP's) if necessary</li><li>Prepare actual Attendee status </li><li>Prepare actual budget with final cost reconciliation</li><li>Prepare final invoice for client or individuals</li></ul>

Jobs in Dublin

Jobs in Dublin

Event Manager