Meeting Planning & Hospitality Associate

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

Join William Blair, the Premier Global Partnership.

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

#LI-CH

A reasonable estimate of the current base salary range at time of posting is below. Base salary does not include other forms of compensation or benefits. Actual base salary within the specified range is based on several factors, including but not limited to applicant's skills, prior relevant experience, specific degrees and certifications, job responsibilities, market considerations and, if applicable, the location of the position.

This role is eligible for either a discretionary annual bonus (based on company, business unit and individual performance) and/or commission-based incentives.

Our featured benefit offerings include 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), as well as other voluntary benefits.

Salary Range
$65,000—$80,000 USD

About Our Firm

William Blair strives to attract qualified candidates who specialize in investment banking, investment management, private wealth management, and other strategic resource groups. We are committed to empowering our colleagues to deliver client success and engage in our communities. Our firm has delivered trusted advice for nine decades, continuing to deepen our expertise and relationships across asset classes and markets throughout North America, Europe, and Asia. We provide advisory services, strategies, and solutions to meet clients’ evolving needs amid dynamic market conditions and varying industries. What sets us apart is that we are an independent partnership, with colleagues who have unique experiences, perspectives, and backgrounds. We empower our people to bring their best thinking so we can deliver the tailored, thoughtful work and problem-solving abilities that our clients expect. We invite you to learn more about us by visiting williamblair.com.

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.

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