Meeting Planning & Hospitality Associate

The Meeting Planning & Hospitality Associate will assist in the planning of small to mid-size meetings and events. Manage event logistics, including offsite restaurant sourcing, hotel meeting space selections, group transportation, food and beverage selections, and more. Ensure meeting room set-up is aligned with established requirements. Assist internal Hospitality colleagues with 150 N. Riverside operations as requested. Process meeting related bills for payment. Perform maintenance and updates to internal vendor lists and maintain an organized workspace.

Responsibilities include but may not be limited to:

• Source and secure hotels, restaurants, and/or event venues that align with client needs, budget, and overall vision for small to mid-sized William Blair meetings and events.
• Negotiate contracts, pricing, and contract terms with hospitality partners and vendors.
• Serve as the main point of contact between internal clients and external vendors.
• Plan and manage all event logistics, including transportation, accommodations, private dining and menu selection, room set-ups, and more.
• Develop detailed timelines, itineraries, and run-of-show documents and monitor budgets, track expenses, and ensure cost efficiency without compromising quality.
• Collaborate with internal business contacts, such as Facilities, Brand Marketing, and Security, as needed with event details.
• Serve as the first line of communication with meeting participants for questions and issues. Escalate issues when necessary to gain resolution.
• Develop and maintain positive relationships with event vendors.
• Process meeting related bills for payment, ensuring accuracy with correct business codes.
• Provide onsite support to internal Hospitality colleagues with events operating at 150 N Riverside Plaza as requested.
• Work with Director of Travel to arrange travel, if needed.
• Additional responsibilities as requested.

Qualifications:

• Bachelor’s Degree preferred; Hospitality Management focus preferred
• 1-3 years of hospitality and/or meeting planning experience required
• Detail-oriented to ensure that high standards are met or exceeded
• Excellent communication and relationship-building abilities
• Exceptional organizational and multitasking skills with strong attention to detail
• Strong knowledge of hotel and restaurant sourcing
• Problem solving skills
• Committed to satisfying internal and external customers
• Proficient knowledge of Microsoft Office (Word, Excel, Power Point)
• CVENT and CONCUR knowledge preferred
• Flexible with late or early event related hours

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