Meeting Planning & Hospitality Specialist

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

Join William Blair, the Premier Global Partnership.

The Meeting Planning & Hospitality Specialist will plan mid-to-large-scale meetings, conferences, summits, and events from initial concept through completion. Source and negotiate contracts with external vendors including hotels, restaurants, destination management companies, activity vendors, and ground transportation. Partner closely with internal colleagues, stakeholders, and cross-functional teams to deliver high-quality meetings and events.

Responsibilities include but may not be limited to:

• Plan and execute mid-to-large-scale meetings, conferences, summits, and events from the initial planning kickoff through execution and post-event completion.
• Source, negotiate, and manage contracts with hotels, restaurants, venues, destination management companies, transportation providers and other event-related vendors.
• Serve as a trusted advisor to internal stakeholders by providing recommendations on venues, destinations, and hospitality industry expertise.
• Manage all event logistics, including budgeting, food and beverage, transportation, hotel room blocks, meeting space, décor, and audiovisual requirements.
• Build and maintain strong relationships with vendors and global sales contacts while ensuring high service standards, cost efficiency, and contract compliance.
• Collaborate with business units, Brand Marketing & Communications, and cross-functional teams to understand event objectives and deliver successful outcomes.
• Anticipate challenges, make informed decisions, and adapt quickly in a fast-paced environment.
• Additional responsibilities as requested.

Qualifications:

• Bachelor’s Degree required; Hospitality Management degree preferred
• 3-5 years of corporate meeting and/or event planning experience required, including sourcing and negotiating hotel, restaurant and venue contracts
• Strong project management, organizational, and multitasking skills with the ability to manage multiple priorities simultaneously
• Excellent written and verbal communication skills with a strong client-service mindset
• Proven ability to work independently, exercise sound judgment, and deliver high-quality results
• Strong problem-solving skills, attention to detail, and proactive approach
• Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Loop, and Copilot
• Experience with CVENT or similar meeting management platforms preferred
• Flexibility to work occasional early morning or evening event-related hours
• Ability to travel up to 10%

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