Pharmaceutical Congress Coordinator

At Amex GBT, we are driven by a passion for travel and the positive impact it can have on our industry. Join us to be part of an inclusive and collaborative culture where your contributions are valued and inspire others. As the primary contact for assigned pharmaceutical congresses, you will work closely with clients to understand and achieve program objectives. This role emphasizes managing additional meeting spaces and providing logistical support for congress activities. Your responsibilities will include securing meeting rooms, coordinating AV and catering needs, and ensuring ancillary spaces meet client specifications. On-site support will be essential for smooth execution of all supplementary activities, with required travel up to 40%. Your Key Responsibilities: Develop and maintain an organized project timeline to ensure timely and accurate handling of all program details. Utilize a business program management system to oversee the program from initiation to final billing. Negotiate additional hotel and congress needs, ensuring contracted services meet standards and monitor cancellation policies. Act as a liaison between Information Technology support and clients for web requirements on assigned programs. Coordinate site inspections when needed, producing a comprehensive program itinerary that outlines all specific requirements. Keep detailed records and input into systems, adhering to Amex GBT’s policies for thorough reporting. Assess program impact and continuously seek improvements based on objectives and outcomes. Collaborate with teams to manage registration and air travel needs, maintaining open communication throughout the program lifecycle. Foster a positive team environment and maintain proactive communication with clients to enhance satisfaction and understanding of expectations. Lead communication of program requirements to the team and collaborate with support departments to exceed client objectives. Schedule regular status meetings with clients and stakeholders, guiding projects from pre-launch through operation. Review existing processes and recommend improvements as necessary, maintaining financial forecasts and reporting accurate program costs. What We Are Looking For: Required: 3-5 years of meeting planning experience with at least 2 years in the pharmaceutical sector. Experience with Pharmaceutical Congresses is advantageous. A 4-year degree and CMP designation are preferred. Exceptional communication skills to engage effectively with all levels of management and clients. Strong ability to work accurately and meet tight deadlines. Proficiency in technology and analytical skills. Advanced experience with Microsoft Word and Excel. Familiarity with meeting industry technology, such as CVENT, is preferred. Excellent oral and written presentation capabilities. Willingness and ability to travel up to 40%. Location United States The US national base salary range for this position is from $55,300.00 - $102,700.00. The exact salary will depend on several factors, including role complexity and the candidate's relevant experience and skills. This role is eligible for a discretionary annual bonus based on individual and/or company performance. For information about our comprehensive US benefits programs, please review our Benefits-at-a-Glance document. The #TeamGBT Experience Flexible benefits starting on your first day, including health and welfare insurance plans, retirement programs, and wellbeing resources. Travel perks that offer discounted deals from major travel providers, covering flights, hotels, cruises, and car rentals. Skill development with access to over 20,000 courses on our learning platform, leadership courses, and early access to new job openings. Commitment to Inclusion through global INclusion Groups that foster discussions on challenges and drive company initiatives. And much more! All applicants will receive equal consideration for employment without regard to age, sex, gender, or any other protected characteristic.

Created: 2026-03-04