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Event Coordination Specialist

2 months ago

Chicago, Illinois, United States Baird Full time

Overview:
The Hospitality Coordinator is a vital and proactive member of the Global Investment Banking Department at Baird. This role is responsible for the meticulous planning and execution of meetings and events, ensuring a seamless experience for clients and visitors alike. The ideal candidate will thrive in a dynamic environment, managing various responsibilities such as scheduling, reception duties, event hosting, and facility upkeep while continuously seeking improvements.

Key Responsibilities:

  • Manage meeting requests by assigning rooms, coordinating catering, and ensuring successful event execution. Maintain timely communication with clients and keep detailed event files.
  • Collaborate with catering vendors to guarantee prompt delivery and setup of food services, ensuring cleanliness and organization of kitchen facilities.
  • Work closely with audiovisual vendors and IT teams to ensure technology functions correctly during meetings, providing support and troubleshooting as necessary.
  • Oversee the meeting space to meet client requirements, adhering to company policies. Prepare meeting materials and arrange alternate spaces when needed.
  • Deliver exceptional service by anticipating guest needs, providing assistance, and offering recommendations for local amenities.
  • Handle billing and invoicing for catering services, submitting monthly reports for financial processing.
  • Open and close the conference center, serving as the primary contact for leadership and maintaining the cleanliness of the event space.
  • Conduct weekly meetings with the Senior Hospitality Planner to discuss service logistics and ensure smooth operations.
  • Maintain effective communication with management to ensure consistency and identify areas for process improvement.
  • Assist with onboarding new hires, ensuring a welcoming experience and proper setup of their workspaces.
  • Provide hospitality support to other locations as needed and assist with planning social events.
  • Manage inventory of snacks and beverages in common areas.
  • Perform additional duties as assigned.
What We Offer:
  • Opportunities to work alongside industry leaders.
  • A collaborative environment that values flexibility and adaptability.
  • A team dedicated to achieving exceptional results and giving back to the community.
Qualifications:
  • Bachelor's Degree or relevant experience with a minimum of 1 year in a hospitality role.
  • Familiarity with audiovisual technology and proficiency in Microsoft Suite.
  • Understanding of catering logistics and event management.
  • Ability to manage multiple tasks efficiently while maintaining a calm demeanor.
  • Strong problem-solving skills and resourcefulness.
  • Excellent organizational abilities and attention to detail.
  • Professional appearance and strong customer service skills.
  • Effective communication skills, both written and verbal.
  • Willingness to work flexible hours and travel as required.
  • Physical capability to lift up to 50 pounds and stand for extended periods.
  • Knowledge of the local hospitality market is a plus.
  • Experience with event management software is preferred.