Meeting Planning & Hospitality Associate at William Blair · Chicago

Summary: William Blair is the Premier Global Partnership, seeking a Meeting Planning & Hospitality Associate to assist in the planning of small to mid-size meetings and events. The role involves managing event logistics, ensuring meeting room setups align with requirements, and collaborating with various internal teams. Responsibilities: - 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 Required 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) - Flexible with late or early event related hours Preferred Qualifications: - CVENT and CONCUR knowledge preferred Required Skills: Hospitality Management, Meeting Planning, Hotel Sourcing, Restaurant Sourcing, Contract Negotiation, Microsoft Office, CVENT, CONCUR, Multitasking Benefits: Medical, dental and vision coverage, Employer paid short & long-term disability and life insurance, 401(k), Profit sharing, Paid time off, Maven family & fertility benefit, Parental leave (including adoption, surrogacy, and foster placement), Other voluntary benefits