Conference Service Event Planner

$61,100 - $90,800/Yr

Robert W. Baird & Co. Incorporated - Chicago, IL

Full-time - Entry Level

Remote - Chicago, IL

Management of Companies and Enterprises

About the position

We are seeking an energetic individual who understands the importance of providing exceptional client service, thrives in a fast-paced dynamic environment, and expects excellence out of themselves and those around them. This individual must understand meeting and event planning logistics and will be responsible for key roles in planning, coordination and execution of high level events with high profile clients. As a Conference Services Event Planner, you will 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. You will also 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. Additionally, you will prepare & distribute multiple registration reports for events, create & maintain the conference website, and work with various teams on meeting logistics management and travel logistics for multiple types of events. You will independently coordinate smaller events, create cost proposals/budgets, research and prepare suggested venues for various events, proof marketing materials, and develop and maintain positive professional relationships with vendors and internal clients. You will also be responsible for additional projects as assigned by the Director of Corporate Events.

Responsibilities

• Assist with the coordination of 1-1 meetings for conferences, scheduling and inputting over 8,000 meetings annually.
• 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, including 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.
• 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.
• Create cost proposals/budgets and recaps for conferences and special events.
• Research, analyze and prepare suggested venues for various events around the country.
• Be responsible for proofing conference and special event marketing materials.
• Work with travel department to determine air and ground transportation needs for programs.
• Develop and maintain positive professional relationships with vendors and internal clients.

Requirements

• Bachelor's degree in Marketing, Business, or Communications.
• 3+ years of financial and/or corporate event experience highly preferred.
• Strong commitment to provide excellent customer service; experience with senior leadership and executives required.
• Able to excel in a fast-paced environment where details can change rapidly.
• Computer/technology skills required, including Microsoft Excel, Powerpoint, Outlook, Event Planning programs, and audio-visual equipment.
• Maintain professional demeanor and communication in high-stress situations.
• Problem-solving and interpersonal skills in high-pressure situations.
• Excellent organizational skills - ability to prioritize daily workflow to effectively meet deadlines.
• High attention to detail and professional demeanor and approach in all situations is crucial.
• Expert communication with internal, external, and client representatives.

Nice-to-haves

• Certified Meeting Professional (CMP) designation preferred.

Benefits

• $61,100 -$90,800 annual salary range
• Bonus potential up to 20% of base salary
• Compensation and bonus are commensurate with experience, performance and/or firm profitability