Meetings & Events Coordinator – Air Travel & Attendee Logistics

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.

• 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

• 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

The US national base salary range for this position is from 

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: 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 wellbeing resources to support you and your immediate family.

• Travel perks: get a choice of deals each week from major travel providers on everything from flights to hotels to cruises and car rentals.

• Develop the skills you want when the time is right for you, with access to over 20,000 courses on our learning platform, leadership courses, and new job openings available to internal candidates first.

• We strive to champion Inclusion in every aspect of our business at Amex 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.

• And much more!

All applicants will receive equal consideration for employment without regard to age, sex, gender (and characteristics related to sex and gender), pregnancy (and related medical conditions), race, color, citizenship, religion, disability, or any other class or characteristic protected by law.

Click Here for Additional Disclosures in Accordance with the LA County Fair Chance Ordinance.

Furthermore, we are committed to providing reasonable accommodation to qualified individuals with disabilities. Please let your recruiter know if you need an accommodation at any point during the hiring process. For details regarding how we protect your data, please consult the Amex GBT Recruitment Privacy Statement.

What if I don’t meet every requirement? If you’re passionate about our mission and believe you’d be a phenomenal addition to our team, don’t worry about “checking every box;" please apply anyway. You may be exactly the person we’re looking for!