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Meeting Coordinator

3 months ago

Louisville, United States Baird Full time

Ideal position for a highly motivated, customer-service oriented individual with passion for events and making others feel welcomed, comfortable, and tended to. Responsible for greeting incoming clients, business associates, vendors, or recruits in the Baird Conference Center locations. Assists in booking and executing successful meetings, while supporting the Meeting Planners and finding ways to go above and beyond during the client visit.

As a Meeting Coordinator, you may:

Greet all visitors, providing information, directions, or assistance as needed, striving to create memorable experiences for all guests. This includes, but is not limited to, clients, vendors, new hires, recruits, internal and external business associates. Stands and escorts guests, as needed.

Assist in the execution of meeting and events, accommodating needs of the meeting organizer and/or attendees as well as troubleshooting if concerns arise.

Collaborate with meeting planners, catering and audio-visual team to properly service meetings and the guests associated with them.

Support in the booking and event life cycle of meetings and events by handling administrative tasks in ReServe and Baird Conference Center shared inbox.

Plan and executes small scale events in the Conference Center with support from Meeting Planner Lead.

Maintain Reserve booking software with current menus, pricing, reports, etc. to ensure a successful booking process for our clients.

Maintain a welcoming and professional workspace, ensuring the proper delivery of all items received at the reception desk and communicating guest arrival.

Provide training for temporary and new team members, as requested. Must cross-train with associates in other areas of operation to be better suited to handle special projects.

Prepare documents for weekly and daily event review meetings for Baird’s Conference Center.

Create and prepare event signage and other event related items (i.e., name tags, table tents, etc.) for events, provides vendor research and ensures event templates are up to date.

Train on Baird’s switchboard as needed to support incoming calls and routes them to the appropriate destination utilizing the switchboard console, always in a friendly, professional manner. Collect important information and seek to assist before taking a message or transferring a call.

Work a variety of hours to meet the event coverage needs of the department and/or the demands of meetings and events.

Provide administrative and project coordination/support for Meeting Planner Manager and team of meeting planners.

Support Meeting Planner Lead on special projects within the Conference Centers as needed.

What makes this opportunity great:

Compelling careers working side-by-side with the best in the business.

Unique culture that values diverse backgrounds and perspectives while emphasizing teamwork and a strong sense of partnership.

Ability to work with a variety of teams and leaders, proving your ability to be flexible and highly adaptable.

What we look for:

High school diploma or GED equivalent required. Bachelor’s degree in hospitality, Marketing, Business or Communications preferred.

Event, front desk/receptionist experience preferred.

Experience in ReServe Cloud Software a bonus. Superior customer service skills.

Excellent verbal and written communication skills.

Excellent telephone skills.

Ability to work independently with minimal supervision.

Ability to handle clients professionally and manage challenging situations.

Ability to maintain regular, predictable attendance.

Ability to problem-solve.

Ability to maintain professional appearance and disposition at all times.

Proficiency with Microsoft Outlook, Word and Excel required with willingness to learn other skills as tasks require.

Ability to prioritize tasks and projects; some multi-tasking required.

Ability to identify areas for improvement and offer valuable solutions.

Ability to travel up to 10%.

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