Hospitality Meeting Coordinator

Baird • Milwaukee, WI

1d • Onsite

About The Position

The Hospitality Meeting Coordinator serves at the first point of contact for most in-person guest interactions in the conference centers. They support the Hospitality Team and the Meeting Planners in the planning, coordination, and execution of meetings and events within the conference center. This role is ideal for a highly motivated, service‑oriented individual with a passion for hospitality, organization, and execution. The Coordinator plays a critical role in ensuring meetings and events are executed seamlessly by providing front‑of‑house hospitality, administrative support, material preparation, and on‑site assistance. This position serves as a key member of the hospitality team, translating planning direction into an exceptional client and guest experience.

Requirements

• 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.
• Ability to handle clients professionally and manage challenging situations.
• Ability to maintain regular, predictable attendance.
• Ability to problem-solve.
• Ability to maintain professional appearance and disposition at all times.
• Ability to prioritize tasks and projects; some multi-tasking required.
• Ability to identify areas for improvement and offer valuable solutions

Nice To Haves

• Bachelor’s degree in Hospitality, Marketing, Business, or Communications preferred.

Responsibilities

• Provide administrative and project coordination support for a team of Meeting Planners, exercising judgment in prioritizing tasks, managing deadlines, and supporting multiple concurrent events.
• Support the booking and event lifecycle of meetings and events, including handling administrative tasks in Reserve and the Conference Center shared inbox.
• Create and prepare event signage and event related materials, conduct vendor research, and ensure event templates remain current and accurate.
• Own and lead the Conference Centers inventory management and ensure materials are prepared in advance of meetings and events.
• Assists with meeting and event execution, accommodating needs of the meeting organizer and/or attendees.
• Works closely with meeting planners and audio-visual team to properly service meetings and events and the guests associated with them.
• Maintains a welcoming professional workspace, managing reception desk deliveries and proactively communicating with guest arrivals.
• Greets all visitors, providing information, directions, assistance, and escorts as needed, creating a polished and memorable guest experience.
• Provides training for temporary and new team members as requested, including cross training across Hospitality functions to support special projects.
• Serve as trained backup on Baird’s switchboard, routing incoming calls professionally, gathering relevant information, and assisting callers when possible.
• Maintain flexibility in schedule to meet coverage needs and support meetings and events.
• Prepares documents as needed for meeting planners and meeting planner team lead for weekly, daily, large events and other internal team meetings.
• Performs other duties as assigned.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level