Job details

Meeting Planning & Hospitality Specialist

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

Join William Blair, the Premier Global Boutique.

William Blair has delivered trusted advice for nearly nine decades, and we continue to deepen our expertise and relationships across regions, asset classes, and markets throughout North America, Europe, Asia, and Australia.

We are committed to our people and culture, values, clients, and local communities.

What sets us apart is that we are an independent partnership, with employees who have unique experiences, perspectives, and backgrounds. We provide advisory services, strategies, and solutions to meet clients’ evolving needs amid dynamic market conditions and varying industries.

We strive to attract the most qualified, passionate candidates who specialize in investment banking, investment management, private wealth management, and a variety of other business functions.

We work tirelessly to create an inclusive culture and take pride in fostering employees’ professional and personal growth. We empower our people to bring their best thinking each day so we can deliver the tailored, thoughtful work and problem-solving abilities that our clients expect.

Equally, we are proud of our long-term partnerships with the communities in which we live and work, a legacy we inherited from our founder.

We invite you to learn about how we are seeking excellence in everything we do and empowering our clients’ success with passion, creativity, and rigor. For more information, visit williamblair.com.

Plan small to mid-scale 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.
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

#LI-CH1

William Blair is an equal opportunity employer. It complies with all laws and regulations that prohibit discrimination in employment practice because of race, color, religion, creed, ancestry, marital status, gender, age, national origin, sexual orientation, unfavorable discharge from the military service or on the basis of a physical or mental disability that is unrelated to the employee's ability to perform the duties of the job applied for. EOE m/f/d/v

Be aware of hiring scams: William Blair has clear processes and guidelines with regards to recruiting. We do not request personal financial information in connection with an employment application nor does William Blair extend any employment offers without first conducting an interview through one of its registered offices. William Blair does not use instant messaging services such as WhatsApp, Telegram, or iMessage as part of the recruiting or interviewing process.

Note to External Recruiters / Search Firms: William Blair does not accept unsolicited resumes and will not pay for any placement resulting from the receipt of an unsolicited resume. Any unsolicited resumes received will not be considered as a valid submission.

Download William Blair's privacy policies for job applicants:

Contact us should you have any questions or concerns.

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$70000 / YEARLY (est.)

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$60000K

$80000K

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What You Should Know About Meeting Planning & Hospitality Specialist, William Blair

Join the dynamic team at William Blair as a Meeting Planning & Hospitality Specialist in vibrant Chicago, Illinois! At William Blair, we're dedicated to providing exceptional advisory services and solutions tailored to our clients' needs, and we're looking for someone like you to help orchestrate impactful meetings and events. In this role, you'll have the opportunity to plan and manage small to mid-scale offsite meetings, closing dinners, and assist with larger conferences while collaborating closely with our business units to establish clear objectives and budgetary needs. Your organizational skills and attention to detail will shine as you handle everything from site selection, hotel coordination, ground transportation, and managing vendor relationships. From tracking attendance and shipping details to troubleshooting issues on-site during events, you'll play a crucial role in ensuring a seamless experience for all participants. We're committed to fostering an inclusive culture where your ideas and talents can flourish. If you're passionate about hospitality and thrive in a fast-paced environment, this is the perfect opportunity for you to become a part of our mission-driven team at William Blair!

Frequently Asked Questions (FAQs) for Meeting Planning & Hospitality Specialist Role at William Blair

What are the responsibilities of a Meeting Planning & Hospitality Specialist at William Blair?

As a Meeting Planning & Hospitality Specialist at William Blair, your responsibilities will include planning and executing small to mid-scale offsite meetings, coordinating event logistics, managing vendor relationships, and ensuring all event objectives are met within budget. You'll liaise with internal staff and provide excellent service to participants to create seamless events.