Conference Travel Planning Executive
Conference Travel Planning Executive
Posted on :
06-04-2025
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1 Vacancy
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Job Description
This is a remote position.
GEC Media Group is a global B2B media house renowned for producing premium tech summits and conferences across the Middle East Asia Europe and Africa. We work with the top minds in technology and business to deliver impactful experiences. As we continue our global expansion we are hiring a Conference & Travel Planning Executive to support event logistics travel coordination and vendor compliance.
Key Responsibilities
Travel & Accommodation Planning
- Book flights hotels and transportation for delegates speakers and internal teams across multiple countries
- Maintain uptodate travel trackers and ensure smooth travel itineraries
- Coordinate with embassies and agencies for visa documentation when required
Venue Booking & Coordination
- Source and negotiate with international 5star hotel venues and convention centers
- Handle event date availability meeting room layouts and F&B planning
- Coordinate event space logistics and liaise with hotel event teams
Vendor Compliance & Legal Support
- Manage basic documentation like NDAs service agreements MoUs with hotels travel partners and agencies
- Work with internal legal/compliance teams to ensure contract accuracy and risk mitigation
- Maintain a central repository of contracts and legal records
Operational Coordination
- Work closely with design production and marketing teams to align logistical requirements
- Track budgets issue purchase orders and follow up with vendors for timely
- Support the team in managing onsite logistics virtually and ensure timely vendor delivery
Requirements
Candidate Requirements
- 3 years experience in event planning hospitality or corporate travel coordination
- Experience handling global bookings and working with international vendors is preferred
- Strong organizational skills with a sharp eye for detail and timelines
- Familiarity with contract management or basic legal documents is a bonus
- Excellent communication skills in English both verbal and written
- Ability to work remotely and coordinate across time zones
Benefits
As per industry standards.
Associate's or Bachelor's Degree in Business, Marketing, or a Related Field; Previous Sales or Media Experience, Outgoing Personality, Interpersonal Skills, Persuasiveness, Likeability, Confidence, Customer Service, Maintaining Relationships, Listening, Resilience, Creativity, Adaptability, Organisation, Detail-Orientated, Multi-Tasking, Reliability.
Employment Type
Full Time
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