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Event Operations Coordinator

2 months ago


Louisville, Kentucky, United States Baird Full time

This role is ideal for a driven, customer-focused individual who has a passion for organizing events and ensuring a welcoming atmosphere for all attendees. The primary responsibility involves greeting clients, business partners, vendors, and potential recruits at designated locations. The coordinator plays a crucial role in facilitating successful meetings and supporting the Meeting Planners while striving to exceed client expectations.

Key Responsibilities:

  • Welcome all guests, offering information, directions, or assistance as required, with the aim of creating unforgettable experiences. This includes clients, vendors, new hires, recruits, and both internal and external business associates. Escort guests as necessary.
  • Assist in the planning and execution of meetings and events, addressing the needs of organizers and attendees while resolving any issues that may arise.
  • Work collaboratively with meeting planners, catering, and audio-visual teams to ensure exceptional service for meetings and their attendees.
  • Support the booking and management of meetings and events by handling administrative tasks efficiently.
  • Organize and execute small-scale events with guidance from the Meeting Planner Lead.
  • Maintain booking software with up-to-date menus, pricing, and reports to facilitate a smooth booking process.
  • Ensure a professional and inviting workspace, managing the reception area and communicating guest arrivals effectively.
  • Provide training for new and temporary staff as needed, and cross-train with colleagues in other operational areas to enhance versatility.
  • Prepare documentation for weekly and daily event review meetings.
  • Create and organize event signage and related materials, ensuring templates are current and conducting vendor research as necessary.
  • Assist with incoming calls using the switchboard, directing them to the appropriate personnel in a courteous and professional manner.
  • Adapt to various working hours to meet the demands of events and meetings.
  • Provide administrative support and project coordination for the Meeting Planner Manager and the team of planners.
  • Assist the Meeting Planner Lead with special projects as required.
What Makes This Role Attractive:
  • Engaging career opportunities alongside industry leaders.
  • A unique culture that values diverse perspectives and emphasizes teamwork and partnership.
  • The chance to collaborate with various teams and leaders, showcasing flexibility and adaptability.
Qualifications:
  • High school diploma or GED required; a Bachelor's degree in hospitality, marketing, business, or communications is preferred.
  • Prior experience in event coordination or front desk/reception roles is advantageous.
  • Familiarity with ReServe Cloud Software is a plus; exceptional customer service skills are essential.
  • Strong verbal and written communication abilities.
  • Excellent telephone etiquette.
  • Capability to work independently with minimal supervision.
  • Professional demeanor when interacting with clients and managing challenging situations.
  • Consistent and reliable attendance.
  • Problem-solving skills.
  • Professional appearance and conduct at all times.
  • Proficiency in Microsoft Outlook, Word, and Excel, with a willingness to learn additional skills as needed.
  • Ability to prioritize tasks and manage multiple projects effectively.
  • Capacity to identify areas for improvement and propose valuable solutions.
  • Willingness to travel up to 10% as necessary.
Commitment to Inclusion & Diversity

Baird is dedicated to fostering an inclusive and diverse environment for our clients, associates, and the communities we serve. This commitment is rooted in our culture of integrity, genuine concern for others, and respect for individuals. We view inclusion and diversity as an ongoing journey, one that requires shared responsibility, continuous improvement, and a focus on progress. We invite you to join us in creating an environment where diversity strengthens our community.