Senior Video Conferencing Project Specialist

About the Role

The Senior Video Conferencing Project Specialist is an experienced individual contributor responsible for the operational execution, governance, and continuous improvement of enterprise audiovisual (AV) videoconferencing systems. This role serves as the primary process owner for the firm's videoconferencing program, including workflows, standards, vendor engagement, and project lifecycle oversight across all supported locations. Operating with a high degree of autonomy, this role functions as a trusted subject-matter expert and partner to internal stakeholders and external vendors, influencing outcomes through process ownership, cross-functional collaboration, and sound independent judgment.

The Impact You'll Make

• Own and maintain standardized videoconferencing workflows, intake processes, and operating procedures to ensure consistency and compliance across locations
• Ensure AV work is properly requested, approved, tracked, and documented using enterprise tools and internal systems
• Establish and maintain SOPs, templates, and documentation standards while driving continuous process improvement
• Lead end-to-end AV project coordination from intake through close-out across multiple concurrent initiatives
• Serve as the primary operational point of contact for internal project teams and external AV vendors
• Define and validate scopes of work, project readiness, timelines, milestones, and handoff requirements
• Monitor vendor performance and ensure compliance with contractual, quality, and documentation expectations
• Partner closely with IT, Facilities, Conference Services, and Corporate Events to align AV execution with broader workplace and technology initiatives
• Identify and manage dependencies related to network connectivity, power, room readiness, and scheduling
• Review vendor invoices for accuracy and alignment with approved scopes and completion milestones
• Confirm project completion and ensure all close-out documentation, drawings, and records are received and archived
• Serve as the primary escalation point for AV operational risks and process gaps, leading cross-functional solutions
• Influence outcomes by building alignment and guiding stakeholders without direct authority
• Maintain expertise in videoconferencing platforms, hardware standards, and collaboration technologies while staying current on industry trends and best practices

What You'll Bring to Baird

• 5+ years of experience in audiovisual operations, workplace technology, or technical project coordination
• Proven experience managing vendors, scopes of work, and structured operational workflows
• Proficiency with workflow, tracking, and documentation tools such as Smartsheet, Excel, and ticketing platforms
• Strong written and verbal communication skills with the ability to influence without authority
• Ability to work independently while partnering effectively across functions
• Experience supporting enterprise or multi-site AV environments
• Familiarity with AV standards, system documentation, and installation lifecycles
• Demonstrated experience driving process improvement or operational optimization initiatives
• Willingness to work long hours, including nights and weekends, with flexibility to travel domestically (approximately 10-30%)

#LI-AK1