Meeting & Event Planner Job at Amex GBT Meetings & Events in Town of Poland

Overview

In this exciting role, the Meetings & Events Planner will own the planning and delivery of small and mid‑size meetings and events, and assist in program delivery for larger and more complex meetings, using standard processes and procedures to achieve client satisfaction. As an Event Planner, you will work independently and as part of a project team, leading all aspects of assigned program components from conception to execution of meetings and conferences.

We are looking for a highly organized, detail‑oriented individual who is flexible, thrives in a fast‑paced environment, and can handle multiple projects with tight deadlines. The role requires initiative, self‑motivation, flexibility, creativity, and collaboration to assist in the development, planning and execution of successful meetings and events.

Fluency in German required.

Main Responsibilities

• Project Management: determine purpose of the meeting, prepare a project plan with specifications, and obtain historical information related to the program; identify stakeholder needs, prepare program outline, design program details, determine technology requirements, and proactively resolve potential issues.
• Facilities & Services: own or assist in determining the purpose of the meeting, prepare a project plan, plan, order, and oversee technology requirements, conduct pre‑meeting briefing and post‑meeting debrief with suppliers and facility providers, create agendas for site inspections.
• Financial & Contract Management: identify ancillary revenue sources and/or cost savings opportunities, develop budget, negotiate vendor contracts, ensure completion of payment and billing process, manage according to the budget, conduct RFP process, report group requirements, ensure adherence to standard or client‑specific terms.
• Logistics: establish invitation/registration procedures, assess risk management for insurance and operation needs, secure and communicate transportation/travel arrangements, determine setup for function rooms including seating and AV, manage food and beverage, prepare and review housing reports, coordinate shipping of materials, comply with M&E technology usage.
• Program: secure third‑party vendors, manage contractual relationship, determine food and beverage requirements to support program objectives, arrange ancillary programs, provide program feedback through debrief notes, travel onsite as required, perform time tracking, increase industry knowledge, identify upselling opportunities, and perform other duties as assigned.

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.
• Skills: excellent oral and written communication in German and English, critical thinking, attention to detail, customer service, negotiating, organizational skills, ability to work under pressure and meet deadlines, collaboration, proactive problem solving, strong interpersonal relationships, influence and negotiation, diversity & inclusion, Microsoft Office proficiency, Cvent preferred, project management procedures, travel industry knowledge, 40% travel.
• Work Arrangement: remote, hybrid (averaging at least 2 days), onsite – CWT Office.
• Values: leadership, passion, caring, integrity.

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.