Senior Event Planner - Conference Services Job at Baird in Chicago

Baird is 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 the implementation of strategy, delivery of objectives and execution of logistics, while working effectively with several high level internal and external clients.

As a Senior Event Planner on Baird's Conference Services team, you may:

• Be actively involved in the execution of four large annual conferences with up to 2000 attendees with oversight for technology, registration, one-on-one meeting process, hotel rooms, and event staff of 40+ internal volunteers; trouble-shoot challenges that arise before and day-of conferences; take active role in conference presentation; act as liaison for presenting companies' executives; onsite technology expert for all trouble-shooting at conference and large-scale events
• Have budgetary responsibility of more than $200,000, with approval from the Manager of Conference & IES Services or direction from the Head of Equities Research, Co-Head of Global Equities, or Associate Director of Research; must track all spend related to event and summarize for event recap
• Analyze and provide statistical recaps of the events; quarterly recaps into Business Unit/Baird Senior Leadership team for spend and budget reconciliation; provide detailed follow-up, including ROI and year-over-year comparisons, on conferences and other events by incorporating historical knowledge of those events, as well as making strategic and other recommendations for future events to Business Unit Leadership Teams
• Research venues for conferences and other events; develop and maintain relationships with current and potential venues and vendors; responsible for venue RFP process and all other prework before presenting options to Corporate Access, Global Equities, and Research Leadership; negotiate contracts valued at approximately $1M+ for hotels for 300+ attendees, as well as other event spaces; conduct onsite inspections of all event sites
• Lead the agenda setting process for all conferences and other events, including reschedules and last-minute requests; respond to internal client RSVPs; point-of-contact for Senior Research Analysts and Investment Bankers
• Mentor and coach event coordinators and planners, as well as offer day-to-day oversight of work responsibilities; answer questions from teams, business units, and clients
• Take the lead in planning with internal business partners, including Directors of Research, Sales, Global Equities, etc., and offer event expertise and guidance to external clients, including CEOs, CFOs, and Sales Leaders; oversee entire one-on-one meeting process for clients, potential clients, and investors; consult with Corporate Access and Global Equities Leadership to determine participants and engagement in one-on-one meetings
• Partner with internal marketing team to brand and develop marketing materials for all conferences and other events; manage communication for conferences; review all communication from coordinators and planners prior to sending to Manager of Conference & IES Services; maintain a variety of conference-specific websites
• Be a strategic partner to Manager of Conference & IES Services in offering improved process recommendations, additional resources and training needed for the team; assist Manager of Conference & IES Services in building and maintaining Strategic Meetings Management Program
• Advise the team on corporate Compliance policies for event communication by being a liaison between Compliance and Conference & IES Services
• Be responsible for additional special project work as needed
• Travel up to 20-25%; travel is a week at a time (8-10 times per year); may be asked to work non-traditional hours based on upcoming events, presentations and reviews needed to move forward in the planning process, and conference agenda

What we look for:

• Bachelor's degree in Marketing, Business, or Communications.
• Financial and/or corporate event experience highly preferred; 7+ years of experience
• Must have expertise in both event technology and advanced logistics
• Must be comfortable using Instisel and Excel for event statistics
• 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 but not limited to 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.
• Certified Meeting Professional (CMP) designation preferred

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Commitment to Inclusion & Diversity

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.