Join to apply for the Venue Sourcing Specialist role at Amex GBT Meetings & Events.
In this exciting role, you will own the planning and delivery of small and mid‑size meetings and events, and assist in program delivery elements for larger and more complex meetings. You will work independently and as part of a project team, leading all aspects of assigned program components from conception to execution.
Responsibilities
Project Management: Determines purpose of the meeting, prepares a project plan with specifications, and obtains historical information related to the program.
Identifies stakeholder needs, prepares program outline (e.g., topics, content, speakers), designs program details to meet participant needs, and determines technology requirements.
Proactively escalates potential client, program, or delivery issues for timely resolution.
Facilities & Services: Owns or assists in determining meeting purpose, plans, orders, and oversees technology requirements, conducts pre‑ and post‑meeting briefings with suppliers and facility providers, and creates agendas for site inspections.
Financial & Contract Management: Identifies ancillary revenue sources and/or cost‑saving opportunities, develops budget for the meeting, negotiates vendor contracts, ensures completion of payments/billing, manages according to the budget, conducts the RFP process, and ensures adherence to deposit terms and billing guidelines.
Logistics: Establishes invitation/registration procedures, assesses risk management, secures transportation/travel arrangements, determines room setup including seating and AV, manages food and beverage needs, prepares housing reports, coordinates shipping of materials if required, and complies with M&E technology usage.
Program: Secures third‑party vendors and manages contractual relationships, determines food and beverage requirements, arranges ancillary programs, provides program feedback through summary and debrief notes, travels onsite as required, and performs other duties as assigned.
Regularly tracks time, increases industry knowledge through training and events, and identifies upselling opportunities.
Qualifications
Education: College diploma or degree in a related field.
Experience: 3–5 years of meeting and event management experience, including at least 2 years supporting mid‑scale events; 3–5 years of pharmaceutical convention and congress experience; CMP or formal Project Management designation.
Language: Excellent oral and written communication skills in both German and English; fluency in German is required.
Skills: Critical thinking, attention to detail, customer service, negotiation, organizational, and the ability to work under pressure and meet fixed dates.
Technical: Strong knowledge of Microsoft Office; preference for Cvent meeting technology and project management procedures; travel industry knowledge preferred.
Travel: 25–50% of the time.
Work Arrangement: Remote, Hybrid (average of at least 2 days), Onsite – CWT Office.
Values: Live and work by CWT values – Leadership, Passion, Caring, Integrity.
Seniority Level
Not Applicable
Employment Type
Full‑time
Job Function
Purchasing and Supply Chain
Industries
Travel Arrangements
CWT is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, or veteran status.
