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Event Coordinator

7 months ago

London, United Kingdom American Express Global Business Travel Full time

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.

Ready to explore a career path? Start your journey.

The Event Co-ordinator supports all elements of the end to end management of an event, including registration, attendee management, logistics support & administration.

The key responsibility involves full liaison & coordination of all attendees. This includes coordinating registration, travel & accommodation requirements alongside preparation of event documentation & on-site support. The role will also involve liaising with internal Event Managers as well as clients/attendees to provide information as required. Typically, the Event Co-ordinator supports an Event Manager in event delivery.

The Event Co-ordinator may work on a range of client account types & teams including Strategic Meetings Management (SMM) Clients or Ad hoc / Event by Event (EBE)/ MICE Clients.

**Responsibilities**:

- Manage registrations, event databases & attendee management including build, communications & reporting
- Maintain dedicated event mailbox & phone lines - Promptly acknowledge & confirm registration questions
- Arrange accommodation for all attendees, staff, speakers, clients & any other individuals associated with the event. Administer & confirm all reservations & subsequent changes to reservations.
- Manage communications relating to participation of attendees including their accommodation & travel requirements
- Liaise with 3rd party providers e.g. Travel agents who our clients are contracted to
- Liaise with external agencies, client & DMC’s, to book all necessary attendee travel & transfer requirements within budget
- Produce event documentation required by on-site team eg Attendee, Transfer, Rooming lists & dietary requirements
- Prepare on-site documentation for attendees including name badges, welcome & departure letters, evaluation forms
- Attend on-site events to supervise the registration & assist the Event Manager with the general event coordination.
- Assist with creation of proposals & initial budgets
- Research destinations, venues & entertainment options as required
- Assist Event Managers with pre-event co-ordination such as preparing stationery boxes & onsite packs
- Accurate & timely data management
- Provide necessary information to client post event such as attendance lists, evaluation form feedback
- Assist the Project Manager in reconciling invoices
- Manage attendee expense claims & report detail
- Supporting maximisation of revenue per event & understanding of overall contribution to revenue & P&L
- Operate own projects & some small full event management events under guidance of senior team members
- Attend fam trip & presentations
- Additional duties as requested

Qualifications, Skills & Knowledge
- Fluent Business English
- Additional languages are a benefit to the role but not essential
- Customer care excellence
- Proficiency in Word, Excel & PowerPoint
- Proficiency in “Mail Merge” capability in Word & “Pivot tables” in Excel
- Proficiency in Access is a benefit to the role
- Proficiency in Cvent is a benefit to the role but not essential
- data entry, eRFP, reporting, budget
- GDS experience is a benefit to the role but not essential
- Minimum of 1-3 years experience in meeting & event management
- Flexibility & Ability to adapt
- Able to work well in a Team
- Used to working under pressure
- High level of attention to detail

Location

United Kingdom - London

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.-
- 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

We are committed to providing reasonable accommodation to individuals with disabilities. Please, let your recruiter know if you need an accommodation at any point during the hiring process. For more details, please consult

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