The Meeting Planner Concierge will be a highly visible, proactive member of the Global Investment Banking Department of Baird, overseeing the planning and execution of meetings and events in the Chicago Conference Center and assisting callers, clients, and visitors. The position requires an individual with high-energy, who enjoys working in a fast-paced environment, and is able to perform a wide array of tasks including, but not limited to: scheduling and facilitating meetings and events, receptionist duties, food service duties, hosting guests, maintaining the conference center, identifying opportunities for improvement and implementing solutions. This individual will ensure that events scheduled at the facility are flawlessly executed. This individual will work directly with the Senior Meeting Planner, clients, and other teams and vendors to ensure all facets of the planning and execution of an event proceeds according to the client’s specifications, including room set up, audio/visual, food & beverage, and any other services the client may need.

• Receives meeting requests, assigns rooms, orders catering, etc. to ensure successful execution of meetings and events. Ensure a timely introduction and confirmation to client upon receipt of meeting request and maintain ongoing correspondence via conference calls, e-mail, and in person meetings. Maintains event files for each booking; confirms event details with internal and external clients and produces appropriate orders and confirmation.
• Works closely with catering vendors and their staff to ensure timely and appropriate delivery and setup of all catering orders, including stocking and refreshing beverage stations and snack pantry. Ensures staff kitchen is clean and organized at the start and end of each day. Must be willing to learn details of catering offerings, ingredients, preparations and presentation.
• Works closely with AV vendors and Baird IT to ensure proper function of technology in meeting space and ensures end users are trained and assisted accordingly. Supports and troubleshoots onsite audiovisual equipment.
• Manages the meeting space to ensure client needs are met, following GIB policies and procedures. Finds alternate meeting space for requests that are unable to be accommodated in the Chicago Conference Center. Prepares and arranges meeting materials including, but not limited to, pads, pens, mints, table tents, whiteboards, flipcharts and markers, ordering items as needed to maintain operations.
• Offers first-class service, proactively offering assistance, food and beverage, parking validation, directions, etc. Anticipates requests for recommendations in Chicago. Focuses on addressing guest needs, anticipating, and resolving potential situations.
• Collects, organizes, and completes billing for charges incurred from catering partners by meeting organizers, and submits monthly reports to Accounts Payable for payment processing and chargebacks. Reconciles billing by submitting chargeback report to Finance on monthly basis to include appropriate charges and project codes.
• Opens and closes the Chicago Conference Center space and serves as primary on-site contact for leadership. Assists in maintaining the event space by setting, flipping, and refreshing meeting rooms as needed, monitoring and maintaining cleanliness of facility.
• Distributes a weekly meeting packet and conducts weekly meetings with Sr. Meeting Planner to communicate and discuss services such as food and beverage, set up and audio/visual.
• Maintains open lines of communication with Sr. Meeting Planner and Business Operations Sr. Specialist to ensure consistency. Identifies process improvement and implements solutions.
• Assists Operations Team with new hire onboarding including receiving IT equipment, booking space for orientation meetings, creating welcome bags, and suppling new hires desk. Welcoming new hires on their first day in the office and ensuring a great first impression.
• Assist Sr. Meeting Planner and Corporate Events Team with planning and executing Chicago based social events such as happy hours, team lunches and special events.
• Order, maintain inventory and stock snacks and beverages in GIB cafes and game rooms.
• Performs other duties as assigned.

• Bachelor’s Degree or applicable work experience. 1+ years’ experience in hospitality role required.
• Knowledge of audio visual including Zoom, MS Teams, and Webex.
• Knowledge of food & beverage, catering, room set ups, and event logistics.
• Knowledge of Chicago hospitality market, including caterers, restaurants, and other services, preferred.
• Working knowledge of Crestron Remote Access and ReServe Interactive preferred.
• Independent self-starter with ability to tolerate peak workloads, multiple assignments and produce results with accuracy and reliability while demonstrating a calm demeanor in stressful situations.
• Excellent organizational skills with ability to prioritize daily workflow to effectively meet deadlines.
• Must have professional appearance and dress with strong customer service skills.
• Ability to arrive to work on time, reliable.
• Excellent written and verbal communication skills required; attention to detail a must.
• Must be able to work evenings and be willing to work various shifts each day to meet the demand of the conference center.
• Must be able to work for long periods of time on feet and lift 50 pounds.

#LI-RE1

Baird is committed to inclusion & diversity for our clients, our associates and the communities where we live and work. This commitment stems from our culture of integrity, genuine concern for others and respect for the individual. We view inclusion & diversity as an ongoing journey – one of shared responsibility, continuous improvement and a focus on progress. We invite you to join us as we work together to foster an environment where diversity unites rather than divides us.