Meeting Planner

As a meeting planner you serve as a strategic advisor and primary point of contact for internal clients including firm leadership to design and deliver exceptional meeting and event experiences at Baird Towers 29th Floor. The role operates with a high degree of independence owning the full lifecycle of meetings and events. This position requires an individual who has a deep expertise in hospitality logistics audio visual coordination and client experience to influence outcomes strengthen business relationships and elevate Bairds service model.

About the Role:

• Act as a trusted consultant for clients helping clarify objectives shape meeting design and recommend formats space configurations and service approaches that best support the business goals.

• Independently manage meetings and events from conception through completion exercising judgement to make real-time decisions and resolve issues with minimal oversight.

• Build long-term client relationships by understanding business needs and identifying opportunities for elevated experience and repeat engagement.

• Communicate event changes to the onsite operational team and clients in a timely manner. Use online catering systems to arrange food and beverage ensuring the operational team is equipped for successful execution.

• Lead and facilitate weekly and monthly cross-functional planning meetings with Hospitality AV Facilities and other operational partners to ensure seamless event delivery.

• Meet with clients to understand their needs and objectives for both recurring and individual events. Provide a thorough understanding of all offerings.

• Evaluate event objectives and recommend enhancements new service offerings menu concepts or presentation formats to continuously improve the client experience.

• Partner with associates hosting a VIP client or prospect meetings to craft a five-star white-glove hospitality experience aligned to Bairds standards.

• Be a highly visible presence during meetings to reinforce trust in execution and relationships.

• Oversee all logistical elements including room set up audio visual coordination catering materials and client-specific needs ensuring readiness accuracy and flawless execution.

• Develop cost proposals manage event budgets and provide post-event recaps that support financial discipline and operational insight.

• Identify operational inefficiencies and lead process improvement across scheduling communication workflows and onsite delivery. Communicate deviations from Hospitality policies procedures brand standards and regulations to the team for resolution.

• Manage all aspects of catering including vendor relationships to ensure timely high-quality service delivery and communicate service needs and expectations.

• Coordinate staffing including partnering with outside resources as needed. Be responsible for developing and maintaining necessary vendor relationships.

• Maintain conference spaces to the highest standards of cleanliness presentation and readiness.

• Collaborate proactively with AV team members to ensure smooth operation of technology during events and troubleshoot collaboratively as needed.

• Remain current on industry trends across hospitality events food & beverage technology and client experience to inform ongoing improvement.

• Be responsible for additional projects assigned by the Hospitality Leadership Team.

The Imact Youll Make:

• Bachelors Degree preferred. 3 years experience in hospitality or meeting/event planner role.

• Strong expertise in hospitality services event logistics food & beverage catering and audio-visual coordination.

• Excellent organizational communication and interpersonal skills.

• Ability to work independently manage multiple priorities and maintain composure during peak workloads.

Preferred Qualifications:

• Knowledge of local hospitality market vendors and services.

• Familiarity with industry software and scheduling platforms such as Reserve.

• Maintains professional appearance and dress.

• Ability to work evenings or variable shifts and remain on feet for extended periods; ability to lift up to 50 pounds.

• Willingness to travel regionally. Travel less than15% of the time.

Baird is committed to diversity and provides employment opportunities to all employees and applicants for employment without regard to race color religion sex pregnancy citizenship national origin age disability military service veteran status sexual orientation gender identity or expression genetic information or any other status protected by law.