Temporary Event Planner - Conference Services

Robert W Baird & Company - Milwaukee, WI

Full-time - Entry Level

Milwaukee, WI

Securities, Commodity Contracts, and Other Financial Investments and Related Activities

About the position

As a Temporary Event Planner in Conference Services, you will play a crucial role in the planning, coordination, and execution of high-level events for high-profile clients. This position requires an energetic individual who understands the logistics of meeting and event planning and is committed to providing exceptional client service. You will thrive in a fast-paced, dynamic environment and hold yourself and your colleagues to high standards of excellence. Your responsibilities will include assisting with the coordination of one-on-one meetings for conferences, which involves scheduling and managing over 8,000 meetings annually for Capital Markets Conferences. You will also coordinate larger events, handling logistics such as blocking meeting spaces, room setups, menu selections, audio-visual needs, participant travel arrangements, and reviewing banquet event orders. In addition, you will prepare and distribute multiple registration reports for events, including attendance lists, rooming lists, travel manifests, and activity manifests. You will be responsible for creating and maintaining the conference website, collaborating with the Director of Corporate Events and Senior Event Planners on logistics management for various events across different business units within Baird. Your role will also involve working with marketing and internal clients to prepare communication materials for events, such as invitations, brochures, and signage. You will independently coordinate smaller events for 10 to 50 attendees from conception to completion, which includes venue recommendations, correspondence, registration systems, follow-up materials, and on-site details. Furthermore, you will create cost proposals and budgets for conferences and special events, research and analyze potential venues across the country, and proofread marketing materials related to conferences and special events. Building and maintaining positive professional relationships with vendors and internal clients through excellent communication will be essential. 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 managing over 8,000 meetings annually.
• Coordinate larger events, including meeting logistics, blocking meeting space, room set-up, menus, audio visual, participant travel, and reviewing banquet event orders.
• Prepare and distribute multiple registration reports for events, including attendance, rooming lists, travel manifests, and activity manifests.
• Create and maintain the conference website at www.bairdconferences.com.
• Work with the Director of Corporate Events and Senior Event Planners on meeting logistics management and travel logistics for various events.
• Collaborate with marketing and internal clients to prepare communication materials for events, including invitations, brochures, and signage.
• Independently coordinate smaller events for 10 - 50 attendees from conception to completion, including venue recommendation and on-site details.
• Create cost proposals and budgets for conferences and special events.
• Research and analyze potential venues for various events across the country.
• Proof conference and special event marketing materials, including announcements and invitations.
• Work with the 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 in meeting planning preferred, with financial industry experience preferred.
• Exceptional computer skills including Word, Excel, Access, and Outlook; experience with mail merges and creating graphics is required.
• Excellent grammar, editing, and proofing skills; attention to detail is a must.
• Ability to tolerate peak workloads and produce results with accuracy and reliability in stressful situations.
• Strong commitment to providing exceptional customer service.
• Excellent organizational skills with the ability to prioritize daily workflow to meet deadlines.
• Self-starter with the ability to work independently in a fast-paced team environment.

Nice-to-haves

• Experience using specific industry software.
• Knowledge of event planning best practices and trends.