Meeting Planner

Baird•Louisville, KY

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.

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.