Conference Services Event Planner

Baird is a well-established financial services firm known for its commitment to client service and professional excellence. The firm offers comprehensive financial services including wealth management, asset management, investment banking, and capital markets services for a diverse client base. With a strong emphasis on integrity, teamwork, and innovation, Baird continuously strives to foster a collaborative and inclusive work environment where employees can thrive and grow in their careers. As an employer, Baird provides competitive compensation packages and a robust set of benefits designed to support the personal and professional well-being of its employees.

The Conference Services team at Baird plays a crucial role in supporting the planning, coordination, and execution of high-level events for the firm's prominent clients. Joining this team means becoming part of a dynamic and fast-paced environment where attention to detail and client satisfaction are paramount. This role is perfect for energetic and detail-oriented professionals who excel at managing multiple priorities and enjoy facilitating seamless event experiences. The Conference Services Coordinator will contribute significantly to large-scale conferences while taking full responsibility for independently managing smaller programs from start to finish.

In this role, you will manage logistics such as meeting space arrangements, room set-up, catering, audio-visual equipment needs, and travel coordination for participants. You will be tasked with preparing and distributing detailed registration reports that include attendance figures, rooming lists, travel manifests, and activity summaries to ensure smooth operations. Creating and maintaining conference websites to foster effective event communication and participant engagement is also an important element of this position.

The coordinator will work closely with the Director of Conference Services and Senior Event Planners to support logistical and travel arrangements for various business unit events. Collaboration with internal marketing teams and other stakeholders will be essential to develop event communications such as invitations, brochures, and signage that align with the firm’s high standards and branding guidelines.

Additionally, the role includes independently planning and executing smaller events with 10 to 50 attendees. This involves venue selection, registration management, communications, and on-site coordination to ensure every detail is executed flawlessly. Budget development, cost proposals, and post-event recaps for conferences and special events are also key responsibilities.

The coordinator will conduct research to recommend nationwide venues that fit program needs, attendee sizes, and desired outcomes, ensuring exceptional event experiences. Reviewing and proofreading marketing materials, including invitations, announcements, signage, and event programs, will be part of your quality control duties. Coordinating with the travel team to organize air and ground transportation for event participants further reflects the comprehensive scope of this position.

Developing and maintaining strong vendor and internal relationships through effective communication is essential to the success of the Conference Services team. The position requires a candidate who is a self-starter, capable of working independently, yet collaborates effectively within a team. The role demands strong organizational skills, attention to detail, and the ability to manage peak workloads calmly and professionally.

The compensation for this position ranges from $62,400 to $87,000 annually, with bonus potential up to 20% of the salary. This package is competitive and commensurate with experience, performance, and firm profitability. Baird also offers a comprehensive Total Rewards package that includes a variety of benefits to support employees' overall well-being.