Corporate Events Coordinator

Indianapolis, IN, USA|Travel, Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Range $55,300.00 - $102,700.00

Work Schedule

Standard Hours

Flexible

Benefits

Health Insurance

retirement programs

Parental leave

Travel perks

Paid Time Off

Professional development opportunities

inclusive work environment

Job Description

American Express Global Business Travel (Amex GBT) is a leading corporate travel management company dedicated to empowering businesses and travelers through innovative solutions and unparalleled service. With a global presence and commitment to excellence, Amex GBT believes in the power of travel not only as a means to explore but as a catalyst to inspire positive change within organizations and communities. Recognized for its collaborative culture and emphasis on diverse perspectives, Amex GBT fosters an environment where employees can grow professionally and personally while making a meaningful impact in the travel industry.

The role of Tradeshow Program Manager at Amex GBT is integral to the successful execution of corporate meetings, events, tradeshows, and exhibitions. This position acts as the main point of contact, steering the entire process from post-contract negotiations through to final billing. It requires a dynamic professional who thrives in managing complex logistics, coordinating with multiple stakeholders, and maintaining strong vendor relationships. The Tradeshow Program Manager will oversee program planning including booth design, space selection, electrical and audiovisual needs, and exhibitor services to ensure seamless delivery.

A critical aspect of this role involves building and negotiating contracts with general service contractors, exhibit houses, and specialty vendors. The manager ensures contract terms protect the company’s interests, monitors for attrition risks, and adheres to cancellation deadlines, thereby mitigating potential financial or operational risks. Working closely with internal creative teams and stakeholders, the manager develops program materials such as booth graphics, signage, and branded collateral aligned with the event’s goals and brand standards.

Financial oversight is a cornerstone of the position. The Tradeshow Program Manager manages budgets, tracks expenses meticulously, audits billing accuracy, and provides comprehensive financial updates that reflect tradeshow-specific expenditures. Regular meetings from pre-launch stages to program completion ensure all objectives are met and any issues are promptly addressed. The role also demands on-site presence during tradeshows to coordinate staff responsibilities, troubleshoot emergent challenges, and guarantee smooth operations.

Collaboration extends to accounting departments for final billing reconciliation and continuous assessment of program outcomes for improvement opportunities. The role offers a unique blend of strategic planning, operational management, and creative problem-solving within a fast-paced global environment.

Located in the United States, the role offers a competitive national salary range from $55,300 to $102,700, commensurate with experience and complexity of responsibilities. Amex GBT provides a comprehensive benefits package starting on the first day, including health insurance, retirement programs, parental leave, and exclusive travel perks. The company promotes an inclusive workplace celebrating diversity and encouraging applications from all backgrounds. Passionate individuals who share Amex GBT’s mission and values are welcomed to apply even if all qualifications are not met, underscoring the company’s commitment to talent development and opportunity.

Job Requirements

Bachelor’s degree or equivalent experience
minimum of 3 years of relevant experience in event planning or tradeshow management
proficiency in Microsoft Office including Word and Excel
strong communication and interpersonal skills
ability to manage multiple complex projects simultaneously
ability to negotiate contracts and manage vendor relationships
willingness to travel both domestically and internationally
CMP or CEM certification is a plus
ability to work flexible hours as needed

Job Qualifications

Minimum of 3 years in meeting and event planning particularly in tradeshow management and support for high-profile programs
experience in managing booth layout and collaborating with service contractors and exhibitors
familiarity with attendee registration platforms such as Cvent and tradeshow management tools
proficient in Microsoft Word and Excel
CMP or CEM certification preferred
strong communication skills with the ability to present to stakeholders
ability to prioritize and manage multiple projects
flexibility to adapt to changing priorities
strong analytical skills for budget tracking and forecasting
willingness to travel domestically and internationally for site inspections and program operations

Job Duties

Act as the main point of contact for corporate meetings, events, tradeshows, and exhibitions managing from post-contract to final billing
oversee planning and logistics including booth design, space selection, floor plans, electrical/AV needs, and exhibitor services
build and maintain strong relationships with suppliers and vendors including contractors, exhibit houses, and specialty vendors
negotiate and manage supplier contracts ensuring terms are protective and monitored for attrition and cancellation
work with internal teams to develop program materials such as booth graphics and signage
manage program budgets, track expenses, audit billing, and provide financial updates
conduct regular meetings from pre-launch to completion ensuring goals are met
provide on-site management during tradeshows coordinating staff and resolving issues
collaborate with accounting to finalize billing and conduct reconciliations
assess program outcomes and implement improvement opportunities