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Event Coordination Specialist

2 months ago

Chicago, Illinois, United States Baird Full time

Overview:
The Hospitality Coordinator is an essential member of the Global Investment Banking Department at Baird, responsible for the meticulous planning and execution of meetings and events. This role demands a dynamic individual who thrives in a fast-paced environment and is adept at managing various responsibilities, including scheduling, reception duties, and event hosting, while continuously seeking improvements in service delivery.

Key Responsibilities:

  • Meeting Management: Handle meeting requests by assigning appropriate spaces, coordinating catering services, and ensuring timely confirmations to clients. Maintain detailed event files and communicate effectively with both internal and external stakeholders.
  • Catering Coordination: Collaborate with catering vendors to guarantee the timely delivery and setup of food and beverage services. Ensure cleanliness and organization of kitchen facilities.
  • Audio/Visual Support: Work alongside AV vendors and IT teams to ensure the functionality of technology in meeting spaces, providing support and troubleshooting as necessary.
  • Facility Management: Oversee the meeting spaces to ensure compliance with company policies, including preparing meeting materials and arranging alternate spaces when needed.
  • Client Service: Deliver exceptional service by anticipating guest needs, providing assistance, and addressing any requests or concerns proactively.
  • Billing and Reporting: Organize and complete billing for catering services, submitting monthly reports for payment processing and ensuring accurate reconciliation of charges.
  • Onboarding Support: Assist with the onboarding process for new hires, ensuring a welcoming experience and facilitating necessary arrangements.
  • Event Planning: Support the planning and execution of social events, including team gatherings and special occasions.
  • Inventory Management: Maintain and stock snacks and beverages in communal areas.
  • Additional Duties: Perform other responsibilities as assigned to support the overall operations of the department.

What We Offer:

  • Engaging career opportunities alongside industry leaders.
  • A collaborative environment that values flexibility and adaptability.
  • A team dedicated to achieving outstanding results for clients and contributing positively to the community.

Qualifications:

  • Bachelor's Degree or relevant experience, with a minimum of 1 year in a hospitality role.
  • Familiarity with audio-visual technology and proficiency in MS Office Suite.
  • Understanding of catering logistics and event management.
  • Ability to manage multiple tasks efficiently while maintaining a calm demeanor under pressure.
  • Strong problem-solving skills and resourcefulness.
  • Excellent organizational abilities and attention to detail.
  • Professional appearance and strong customer service orientation.
  • Reliable and punctual, with the ability to work flexible hours.
  • Willingness to travel as needed for training and support.
  • Physical capability to lift up to 50 pounds and stand for extended periods.
  • Knowledge of the local hospitality market is advantageous.

Commitment to Inclusion & Diversity:
Baird is dedicated to fostering an inclusive and diverse environment for all clients, associates, and the communities we serve. Our commitment is rooted in our culture of integrity and respect for individuals, and we continuously strive for progress in this journey.