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Event Planner

4 months ago

Chicago, United States Baird Full time

Baird's Event Planner is responsible for key roles in planning, coordination and execution of high level events with high profile clients. Independently coordinate and execute smaller programs 10 - 50 attendees with minimal supervision. We are seeking an energetic individual who understands meeting and event planning logistics, the importance of providing exceptional client service, thrives in a fast-paced, dynamic environment, and expects excellence out of themselves and those around them.

As a Conference Services Event Planner, you may:

  • 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.
What we look for:
  • Bachelor's degree in Marketing, Business, or Communications. 3+ years in meeting planning preferred. Attention to detail a must. Financial Industry experience preferred.
  • Exceptional computer skills including Word, Excel, Access, and Outlook. Experience using mail merges, creating graphics and utilizing databases is required. Ability to learn specific industry software.
  • Excellent grammar, editing and proofing skills required.
  • 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.


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Commitment to Inclusion & Diversity

Baird is committed to inclusion & diversity for our clients, our associates and the communities where we live and work. This commitment stems from our culture of integrity, genuine concern for others and respect for the individual. We view inclusion & diversity as an ongoing journey - one of shared responsibility, continuous improvement and a focus on progress. We invite you to join us as we work together to foster an environment where diversity unites rather than divides us.