Corporate Event Coordinator

ROBERT W. BAIRD & CO. INCORPORATED; Chicago (IL); On-site; USD 52,000 - 70,000; Full time

Job summary

An established industry player is seeking a dynamic Event Coordinator to join their Corporate Events team. This role is pivotal in planning and executing corporate meetings and events, ensuring a seamless experience for clients and stakeholders alike. You will coordinate events from start to finish, manage logistics, and engage with various teams to foster relationships and achieve business goals. If you thrive in a fast-paced environment and have a passion for event management, this opportunity offers a chance to showcase your skills while contributing to a unique culture that values teamwork and diverse perspectives.

Benefits

Bonus potential up to 8.5%

Flexible work environment

Diverse culture

Team-oriented atmosphere

Qualifications

• 1-2 years of corporate event experience required.
• Exceptional computer skills including MS Office Suite.

Responsibilities

• Coordinate level 1 events from conception to completion.
• Manage logistics and vendor relationships for events.

Skills

Event Coordination

Problem Solving

Communication Skills

Organizational Skills

Customer Service

Education

Bachelor’s degree in Hospitality, Marketing, Business, or Communications

Tools

MS Office Suite

Industry-specific software

Job description

The Event Coordinator is an important contributor to the Corporate Events team, one branch of three that comprise our firm’s central source for planning and executing meetings and events which allow Baird to leverage buying power, achieve business results and deliver a consistent, brand-certified experience. The Event Coordinator is responsible for managing and partnering on corporate meetings and events through the implementation of strategy, delivery of objectives and execution of logistics, while working effectively with several internal and external clients.

Additionally, the position is responsible for contributing to the team mission of providing expert planning, superior organization and client-focused event execution for Baird’s internal and external clients in partnership with key stakeholders to foster relationships, education and achieve business goals.

As an Event Coordinator, you may:

• Coordinate level 1 events from conception to completion in partnership with a Registration team member. Level 1 events range in size and scope but typically include from 50-150 attendees, programming include dinners, meetings and special events that are generally one day or less, have a nominal budget but can have varying complexity of logistics. This coordination typically includes:
• Drive recurring planning meetings.
• Venue research/selection and negotiations, budget and payment management, contracting, communication with vendors and internal clients, food, beverage, audio-visual and décor arrangements, preparation of onsite materials and post-event follow-up.
• Onsite management of meetings, to include oversight of vendors, proper execution of logistics and managing participants with the ability to make decisions with little to no direction as needed onsite.
• Complete post-event tasks to include reconciliation of expenses and, where applicable, reporting and analyzing meeting survey results and measuring return on investment.
• Partner with Senior/Event Planners with more complex events, including, but not limited to, sourcing/research, affiliate event coordination, vendor management, ticket/payment tracking and contribution to planning meetings or client updates for areas under ownership.
• Manage a P-Card with monthly reconciliation for various events under management, ensuring compliance with procedures, appropriate splits when necessary and ethical use of card.
• Work in a team environment, offer collaboration and assistance in managing shared team inboxes and phone lines, with a client-centric attitude and ability to offer support for clients or refer to the appropriate place, support other projects and staffing as required.
• Develop and maintain positive professional relationships with vendors and internal clients through excellent written and verbal communication.

What makes this opportunity great:

• Fast paced environment, requires problem solving and new challenges daily.
• Ability to work with a variety of teams and leaders, proving your ability to be flexible and highly adaptable.
• Unique culture that values diverse backgrounds and perspectives while emphasizing teamwork and a strong sense of partnership.

What we look for:

• Bachelor’s degree in Hospitality, Marketing, Business, or Communications preferred. 1-2 years of previous Corporate Event Experience required.
• Exceptional computer skills including the MS Office Suite, specifically Word, Excel, Outlook and PowerPoint. Experience using mail merges and utilizing databases is required. Ability to learn specific industry software.
• 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 - ability to prioritize daily workflow to effectively meet deadlines.
• Comfort in taking on new projects, supporting team members and accepting changes without notice or with very short notice, often requiring urgent action and poise; a “can do” attitude.
• Excellent grammar, editing and proofing skills required; attention to detail a must.
• Demonstrates strong aptitude for professional interactions and ability to build relationships.
• Strong commitment to provide exceptional customer service. Requires significant verbal and written communication skills and the ability to interact with high-level management, internal and external clients.
• Available to work long hours into evenings for staffing events or to make final event preparations, as needed. Ability to lift up to 20 pounds. Travel may intermittently be required, typically no more than 10-15% of time but can be higher in peak work volumes.

Total Rewards Package:

• Compensation and Benefits include:
• $52,700 - $70,000 annual salary range in Chicago market.
• Bonus potential up to 8.5% of base salary.
• Compensation and bonus are commensurate with experience, performance and/or firm profitability.
• Check out our Total Rewards at Baird, which is a summary of our benefits and compensation.