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 Source and secure hotels, restaurants, and/or event venues that align with client needs, budget, and overall vision for small to mid‑size 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. Salary Range

$65,000—$80,000 USD

Benefits 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. 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. #J-18808-Ljbffr William Blair