What are the responsibilities and job description for the Conference Services Event Planner - Temporary position at Baird?
About The Role
Join our Conference Services team to support the planning, coordination, and execution of high-level events for prominent clients. This role is ideal for an energetic, detail-oriented professional who thrives in a fast-paced environment and is passionate about delivering exceptional client experiences. You will contribute to large-scale conferences while independently managing smaller programs, ensuring excellence across all event touchpoints.
Join our Conference Services team to support the planning, coordination, and execution of high-level events for prominent clients. This role is ideal for an energetic, detail-oriented professional who thrives in a fast-paced environment and is passionate about delivering exceptional client experiences. You will contribute to large-scale conferences while independently managing smaller programs, ensuring excellence across all event touchpoints.
- This is a temporary position on Baird's Conference Services Team.
- Support larger events by managing logistics such as meeting space, room set-up, catering, audio visual needs, and participant travel
- Prepare and distribute registration reports, including attendance, rooming lists, travel manifests, and activity summaries
- Create and maintain conference websites to support event communication and engagement
- Partner with the Director of Conference Services and Senior Event Planners to manage logistics and travel for various business unit events
- Collaborate with marketing and internal stakeholders to develop communications such as invitations, brochures, and event signage
- Independently plan and execute smaller events (10–50 attendees), including venue selection, registration, communications, and on-site coordination
- Develop budgets, cost proposals, and post-event recaps for conferences and special events
- Research and recommend venues nationwide based on program needs, attendee size, and desired outcomes
- Review and proof marketing materials, including invitations, announcements, signage, and event programs
- Coordinate with the travel team to arrange air and ground transportation for event participants
- Build and maintain strong vendor and internal relationships through effective communication
- Bachelor’s degree in Marketing, Business, Communications, or related field; 3 years of meeting planning experience preferred
- Financial services industry experience preferred
- Advanced computer proficiency in Word, Excel, Access, and Outlook, including mail merges, database usage, and basic graphic creation
- Strong grammar, editing, and proofreading skills with exceptional attention to detail
- Ability to manage peak workloads and multiple priorities while maintaining accuracy and a calm, professional demeanor
- Demonstrated commitment to delivering exceptional customer service
- Strong organizational and time management skills with the ability to meet deadlines
- Self-starter with the ability to work independently and collaboratively in a fast-paced environment
- Willingness to travel approximately 20%, including trips up to one week at a time