Meeting Planning & Hospitality Specialist

Solutions for Today’s Challenges. Vision for Tomorrow’s Opportunities.

Join William Blair, the Premier Global Partnership.

The Meeting Planning & Hospitality Specialist will plan small to mid-scale onsite and offsite meetings, events, closing dinners and assist with larger firmwide conferences. Work with business unit contact to establish budgets and meeting/event objective. Manage site/conference room selection, hotel room block coordination, ground transportation and contract(s). Troubleshoot issues during meeting/event and manage post meeting/event communication, including final budget. Establish relationships with vendors and act as a resource for internal clients and less experienced team members.

Responsibilities include but may not be limited to:

• 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.

Qualifications:

• Bachelor’s Degree required, Hospitality Management degree preferred


• 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


• Flexible with late or early event related hour

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