Meeting Planner

Milwaukee, WI, USA|Onsite

Job Overview

Work Schedule

Flexible

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Employee Discounts

Professional development opportunities

flexible schedule

Job Description

Baird Tower, located in Milwaukee, WI, is known for its commitment to excellence and delivering exceptional services to its clients. Serving as a cornerstone of our Corporate Resource Groups, the organization offers a dynamic and supportive environment that empowers employees to thrive and contribute to the company’s success. Baird Tower’s 29th Floor is a hub of activity where strategic meetings and events are held, aimed at fostering strong business relationships and creating memorable client experiences. The company takes pride in maintaining high standards across all its functions, ranging from hospitality and event planning to audiovisual coordination and operational logistics. Our approach is centered on collaboration, innovation, and attention to detail, which ensures seamless execution of projects and outstanding outcomes for internal clients and firm leadership alike.

As a Meeting Planner at Baird Tower, you will play a crucial role as a strategic advisor and primary point of contact for internal clients, including firm leadership. This role requires a high level of independence, as you will own the full lifecycle of meetings and events, ensuring that every aspect from conception to completion aligns with the company’s standards of excellence. Your expertise in hospitality, logistics, audiovisual coordination, and client experience will be essential to driving positive outcomes, enhancing business relationships, and elevating the service model at Baird. You will be responsible for managing multiple priorities, making real-time decisions, and resolving issues promptly to deliver flawless event execution. Your ability to build long-term client relationships by understanding their needs and business goals will position you as a trusted consultant within the organization.

The Meeting Planner role demands exceptional organizational and interpersonal skills, with the capability to communicate effectively across various functional teams such as Hospitality, AV, Facilities, and external vendors. You will lead cross-functional planning sessions and collaborate closely with various stakeholders to guarantee that every meeting and event is well-coordinated and meets client expectations. Your responsibilities will include arranging catering services through online systems, ensuring the setup and readiness of conference spaces, coordinating audiovisual technologies, and managing event budgets. The position is also focused on continuous improvement, where you will identify operational inefficiencies and lead initiatives to optimize scheduling, communication workflows, and onsite delivery. This dynamic role offers opportunities for growth and involvement in additional strategic projects assigned by the Hospitality Leadership Team, making it an excellent career choice for professionals passionate about hospitality and event management.

Job Requirements

Bachelor’s degree preferred
3+ years’ experience in hospitality or meeting/event planner role
strong expertise in hospitality services, event logistics, food & beverage catering and audio-visual coordination
excellent organizational, communication and interpersonal skills
ability to work independently, manage multiple priorities and maintain composure during peak workloads

Job Qualifications

Bachelor’s degree preferred
3+ years’ experience in hospitality or meeting/event planner role
strong expertise in hospitality services, event logistics, food & beverage catering and audio-visual coordination
excellent organizational, communication and interpersonal skills
ability to work independently, manage multiple priorities and maintain composure during peak workloads
knowledge of local hospitality market, vendors and services preferred
familiarity with industry software and scheduling platforms such as Reserve preferred
maintains professional appearance and dress
ability to work evenings or variable shifts and remain on feet for extended periods
ability to lift up to 50 pounds
willingness to travel regionally, travel less than 15% of the time

Job Duties

Act as a trusted consultant for clients, helping clarify objectives, shape meeting design and recommend formats, space configurations and service approaches that best support the business goals
Independently manage meetings and events from conception through completion, exercising judgement to make real-time decisions and resolve issues with minimal oversight
Build long-term client relationships by understanding business needs and identifying opportunities for elevated experience and repeat engagement
Communicate event changes to the onsite operational team and clients in a timely manner
Use online catering systems to arrange food and beverage, ensuring the operational team is equipped for successful execution
Lead and facilitate weekly and monthly cross-functional planning meetings with Hospitality, AV, Facilities, and other operational partners to ensure seamless event delivery
Meet with clients to understand their needs and objectives for both recurring and individual events
Provide a thorough understanding of all offerings
Evaluate event objectives and recommend enhancements, new service offerings, menu concepts or presentation formats to continuously improve the client experience
Partner with associates hosting a VIP, client or prospect meetings to craft a five-star, white-glove hospitality experience aligned to Baird’s standards
Be a highly visible presence during meetings to reinforce trust in execution and relationships
Oversee all logistical elements including room set up, audio visual coordination, catering, materials and client-specific needs, ensuring readiness, accuracy and flawless execution
Develop cost proposals, manage event budgets and provide post-event recaps that support financial discipline and operational insight
Identify operational inefficiencies and lead process improvement across scheduling, communication workflows and onsite delivery
Communicate deviations from Hospitality policies, procedures, brand standards, and regulations to the team for resolution
Manage all aspects of catering, including vendor relationships, to ensure timely, high-quality service delivery, and communicate service needs and expectations
Coordinate staffing, including partnering with outside resources as needed
Be responsible for developing and maintaining necessary vendor relationships
Maintain conference spaces to the highest standards of cleanliness, presentation and readiness
Collaborate proactively with AV team members to ensure smooth operation of technology during events and troubleshoot collaboratively as needed
Remain current on industry trends across hospitality, events, food & beverage, technology and client experience to inform ongoing improvement
Be responsible for additional projects assigned by the Hospitality Leadership Team