Meeting Planning & Hospitality Specialist

William Blair•Chicago, IL

12d•Onsite

About The Position

Join William Blair, the Premier Global Partnership, as a Meeting Planning & Hospitality Specialist. This role involves planning small to mid-scale onsite and offsite meetings, events, and closing dinners, as well as assisting with larger firmwide conferences. You will collaborate with business unit contacts to establish budgets and meeting objectives, manage site and conference room selection, hotel room block coordination, ground transportation, and contracts. The specialist will also troubleshoot issues during events, manage post-event communication, including final budgets, and build relationships with vendors. This position serves as a resource for internal clients and less experienced team members.

Requirements

Bachelor’s Degree required
3-5 years of hospitality and/or meeting planning experience required
Ability to work independently to achieve team objectives and exercise good judgment
Strong ability to deliver clear, effective written and verbal communication
Sound Problem solving skills
Organizational skills and ability to prioritize tasks and handle many responsibilities simultaneously
Proven commitment to satisfying internal and external customers
Detail-oriented to ensure that high standards are met or exceeded
Proficient knowledge of Microsoft Office (Word, Excel, Power Point)
CVENT or meeting planning tool working knowledge

Nice To Haves

Hospitality Management degree preferred
Flexible with late or early event related hour

Responsibilities

Plan small to mid-scale onsite and offsite firm meetings and events.
Work within established budgets, assist with the selection of conference room/off-site locations, coordinate hotel room blocks, and provide communication to Brand Marketing or Business Unit for internal/external event participants.
Work with business unit contacts to establish meeting/conference objectives and budgets, including specific needs and requirements.
Liaise with internal staff such as Facilities, IT, Hospitality, Brand Marketing, etc. to ensure meeting timing and details are understood.
Track and confirm attendance, meeting/dining space location (including capacity limitations), hotel room block details, shipping details, onsite vendor management, ground transportation, special requests and food and beverage needs.
Partner with outsourced catering partner regarding menu planning, room configuration and décor for internal meetings.
Review calendar through the room scheduling system to ensure all internal meetings are coordinated between outsourced catering partner, AV team, Brand Marketing team and Event staff.
Provide excellent service to all participants.
Participate in pre- and post-conference meetings with all parties involved in the execution of event.
Troubleshoot issues during firm events, meetings and conferences.
Assist senior specialist in the analysis of meeting trend data, recurrent problems and financial data related to meetings, events and closing dinners.
Track event expenses and ensure alignment with established budget.
Draft post-meeting expense summaries for internal clients.
Assist associate with the processing of meeting-related bills for payment, ensuring accuracy with established rates.
Provide support for conference room scheduling tool.
Serve as a resource internal customers and less experienced staff for meeting planning & events questions and issues.
Additional responsibilities as requested.