Lead the assignment of attendees to air charter flights based on role segmentation (executives, speakers, VIPs, staff, general attendees), applying business rules, prioritization logic, and capacity constraints to optimize flight assignments
Build, maintain, and continuously reconcile detailed arrival and departure manifests across all programs, ensuring 100% accuracy of attendee data including names, roles, travel windows, flight assignments, and special accommodations
Perform ongoing audits and quality checks to identify discrepancies and resolve issues proactively, maintaining version control and ensuring all stakeholders work from current data sets
Partner with air charter vendors and internal stakeholders to align flight schedules, capacity, and special requirements while handling sensitive and high-profile traveler assignments with confidentiality and precision
Collaborate with registration, housing, transportation, security, and on-site operations teams to ensure a seamless end-to-end attendee journey, serving as the primary liaison between meetings & events, travel teams, and air charter providers
Monitor and handle real-time changes including cancellations, no-shows, substitutions, and last-minute flight adjustments, rapidly reassigning attendees and rebalancing manifests while maintaining compliance with business rules
Troubleshoot issues related to travel disruptions, delays, and schedule changes with a solutions-oriented mentality by demonstrating agility and the ability to adjust quickly in real-time environments
Support integration of attendee data across platforms (registration systems, travel tools, reporting dashboards) and manage data integrity across multiple systems
Generate and maintain detailed reporting on attendee movement, flight utilization, and manifest accuracy, analyzing data to identify trends, gaps, and opportunities for process improvement
Support post-event reconciliation and reporting results while maintaining strong ownership and accountability for all assigned tasks
Requirements
3-5 years of experience in meetings & events, travel logistics, or attendee management within a high-volume or high-complexity environment
Strong understanding of meetings and events operations, particularly attendee logistics and travel coordination
Advanced experience handling manifests, large datasets, and complex logistics with a high degree of accuracy and a zero-error mentality
Advanced proficiency in Google Sheets (pivot tables, formulas, data validation)
Experience with event technology platforms (Cvent) and travel management tools
Demonstrated knowledge of domestic and international destinations, including major gateway cities, airport logistics, travel times, and routing considerations
Ability to prioritize multiple tasks, tight deadlines, and rapid changes in a fast-paced, high-tech environment
Strong analytical, problem-solving, and critical-thinking skills with excellent communication abilities
Demonstrated professionalism and discretion when handling sensitive attendee information
Experience supporting executive-level or VIP attendee management. Prior experience with air charter operations or group air travel logistics. Familiarity with data integration across multiple systems and platforms. Experience supporting large-scale, global, or high-security events.
Location
United States
The US national base salary range for this position is from
$55,300.00 - $102,700.00
The national range provided includes the base salary that Amex GBT expects to pay for the role. Actual base salary will be based on factors including the scope and complexity of the role and the successful candidate's relevant experience, skills, knowledge, and work location.
For information about our comprehensive US benefits programs and eligibility, please review our Benefits-at-a-Glance document.
Benefits at a glance
The #TeamGBT Experience
Work and life: Fin
Additional Information
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.
Amex GBT is seeking a highly analytical and detail-obsessed Meetings & Events Coordinator to support complex, high-visibility programs within a fast-paced, high-tech environment. In this role, you will be responsible for the end-to-end coordination of attendee air charter assignments, serving as a critical control point for attendee movement and logistics execution. You'll handle dynamic manifests, reconcile data across multiple systems, and ensure precision execution across all arrival and departure logistics. This position requires a strong foundation in meetings and events operations, outstanding data management skills, and the ability to operate with speed, accuracy, and discretion while handling sensitive, high-profile traveler information.
Travelhrportal · US