Meeting Planner

Baird•Louisville, KY

1d•Onsite

About The Position

As a meeting planner, you will be the primary point of contact for clients, ensuring seamless planning and execution of meetings and events at Baird Tower 29th Floor. This position requires an individual who understands meeting and event planning logistics, possesses strong client-facing skills, thrives in a fast-paced environment, and demonstrates exceptional communication and organizational skills to guarantee outstanding event experiences. The Imapct You'll Make: Serve as primary client contact; manage requests and communications. Coordinate event logistics: room setup, AV, catering, and materials. Arrange food and beverage using online systems; ensure timely execution. Maintain accurate records, booking files, and event documentation. Build strong client relationships; understand needs and deliver exceptional service. Partner on VIP meetings to provide five-star hospitality experience. Create and manage budgets, proposals, and post-event recaps. Oversee catering operations, vendor relationships, and quarterly menu planning. Ensure conference spaces meet cleanliness and facility standards. Collaborate with AV team for seamless technology during events. Lead planning meetings; communicate changes and resolve operational issues. Identify process improvements and maintain compliance with hospitality standards. Manage staffing and external resources for successful event execution. Complete reports, billing, and additional projects as assigned. What You'll Bring to Baird: Bachelor’s degree preferred; 3+ years hospitality or event planning. Strong hospitality, service, and computer skills (Word, Excel, Outlook). Knowledge of AV, catering, food & beverage, event logistics. Ability to learn and use industry-specific software quickly. Familiarity with local hospitality market, caterers, and service providers. Excellent organizational skills; prioritize tasks and meet deadlines effectively. Handle peak workloads calmly; deliver accurate, reliable results under pressure. Maintain professional appearance and dress at all times. Reliable and punctual; consistently arrive on time for shifts. Strong written and verbal communication; attention to detail essential. Flexible schedule; able to work evenings and varied shifts. Stand for long periods; lift up to 50 pounds. Willing to travel regionally; less than 15% travel required. #LI-AK1 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. Baird is an employee-owned, international financial services firm specializing in wealth management, capital markets, private equity and asset management. Our mission is straightforward. We strive “to provide the best financial advice and service to our clients and be the best place to work for all.” Our culture is like no other with extraordinary people who make Baird great for our clients and one another. Nationally recognized as a great place to work since 2004, we invite you to learn more about Baird, our culture and our people. 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.

Requirements

Bachelor’s degree preferred; 3+ years hospitality or event planning
Strong hospitality, service, and computer skills (Word, Excel, Outlook)
Knowledge of AV, catering, food & beverage, event logistics
Ability to learn and use industry-specific software quickly
Familiarity with local hospitality market, caterers, and service providers
Excellent organizational skills; prioritize tasks and meet deadlines effectively
Handle peak workloads calmly; deliver accurate, reliable results under pressure
Maintain professional appearance and dress at all times
Reliable and punctual; consistently arrive on time for shifts
Strong written and verbal communication; attention to detail essential
Flexible schedule; able to work evenings and varied shifts
Stand for long periods; lift up to 50 pounds
Willing to travel regionally; less than 15% travel required

Responsibilities

Serve as primary client contact; manage requests and communications
Coordinate event logistics: room setup, AV, catering, and materials
Arrange food and beverage using online systems; ensure timely execution
Maintain accurate records, booking files, and event documentation
Build strong client relationships; understand needs and deliver exceptional service
Partner on VIP meetings to provide five-star hospitality experience
Create and manage budgets, proposals, and post-event recaps
Oversee catering operations, vendor relationships, and quarterly menu planning
Ensure conference spaces meet cleanliness and facility standards
Collaborate with AV team for seamless technology during events
Lead planning meetings; communicate changes and resolve operational issues
Identify process improvements and maintain compliance with hospitality standards
Manage staffing and external resources for successful event execution
Complete reports, billing, and additional projects as assigned