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Baird · 10 hours ago

Event Planner - Conference Services

IL-Chicago

Full-time

Hybrid

Mid Level

$63K/yr - $85K/yr

3+ years exp

Baird is a financial services firm seeking an Event Planner for their Conference Services team. The role involves planning, coordinating, and executing high-level events for high-profile clients, as well as managing logistics for smaller programs with minimal supervision.

Financial Services

Growth Opportunities

Responsibilities

Assist with the coordination of 1-1 meetings for conferences, which includes scheduling and inputting over 8,000 1-1 meetings annually for Capital Markets Conferences

Assist with the coordination of larger events, including meeting logistics, blocking meeting space, room set-up, menus, audio visual, participant travel and reviewing banquet event orders

Prepare & distribute multiple registration reports for events, i.e. attendance, rooming lists, travel manifests & activity manifests

Create & maintain the conference website at www.bairdconferences.com

Work with Director of Corporate Events and Senior Event Planners on meeting logistics management & travel logistics for multiple types of events with various business units within Baird

Work with marketing and internal clients to prepare communication materials for various events, including invitations, brochures, signage, etc

Independently coordinate smaller events, 10 – 50 attendees from conception to completion, including venue recommendation, correspondence, registration system, follow up materials and on-site details

Create cost proposals/budgets and recaps for conferences and special events.Research, analyze and prepare suggested venues for various events around the country, i.e. golf courses, restaurants, hotels & private venues based on the details of the program, number of attendees, type of event and desired outcome

Responsible for proofing conference and special event marketing materials which includes announcements, invitations, signs and event programs

Work with travel department to determine air and ground transportation needs for programs

Develop and maintain positive professional relationships with vendors and internal clients through excellent written and verbal communications

Responsible for additional projects as assigned by Director of Corporate Events

Qualification

Event planningClient serviceLogistics managementBudget managementCommunication materials preparationComputer skillsProofingOrganizational skillsAttention to detailSelf-starter

Required

Bachelor's degree in Marketing, Business, or Communications

3+ years in meeting planning preferred

Exceptional computer skills including Word, Excel, Access, and Outlook

Experience using mail merges, creating graphics and utilizing databases is required

Excellent grammar, editing and proofing skills required

Attention to detail a must

Ability to tolerate peak workloads, multiple assignments and produce results with accuracy and reliability while demonstrating a calm demeanor in stressful situations

Strong commitment to provide exceptional customer service

Excellent organizational skills – ability to prioritize daily workflow to effectively meet deadlines

Self-starter – ability to work independently in a fast-paced team environment with minimal supervision

Ability to travel approximately 20% - possibly up to one week at a time