Event Coordinator

2 weeks ago

London, United Kingdom American Express Global Business Travel Full time

American Express Global Business Travel (GBT) equips companies of all sizes with the insights, tools, services and expertise they need to keep their travelers informed, focused and productive while on the road. With approximately 14,000 employees and operations in nearly 140 countries worldwide, American Express GBT empowers customers to take control of their travel programs, optimizing the return on their travel and meetings investments, while, more importantly, providing extraordinary traveler care.

We’re moving faster than ever and introducing new products, services, and strategies that will revolutionize the travel industry and bring greater value to our business customers. Our clients’ success expands our success, so we put our heart and soul into helping our clients achieve results that exceed all expectations. As the world’s largest travel management company, we are continuing to build alliances with key travel leaders and suppliers throughout the world, strengthening our position as a quality provider to companies of all sizes.

We are committed to ensuring that our global workforce experiences a culture of belonging that leverages the diverse backgrounds and unique perspectives of our colleagues, clients, partners and communities, to foster a high performing multicultural and inclusive organization. We believe that a culture where everyone feels engaged, has a voice, and is empowered to achieve their full potential, is core to our purpose and success.

Get ready to take your career to new heights.

For more information about American Express GBT, please refer to our website:
Overview of Role:
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
- LinkedIn_
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- Glassdoor

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