Institutional Sales Coordinator

About the Role:

We are seeking a client service individual who is highly driven and successful at managing multiple priorities. This position supports a dynamic sales team. The environment is fast-paced and excellence is expected. Individuals with a desire to improve day-to-day duties and the broader team thrive in this environment.

• Manage scheduling and logistics for full-day client meetings, including preparation of detailed itineraries and coordination of travel, accommodations, catering, group events, transportation, etc. for several days per week
• Coordinate & manage a dynamic team calendar for several Institutional Officers; tracking travel, vacations, internal meetings, and special events to ensure proper coverage and execution of all meetings
• Work with the team to schedule client meetings, coordinate conference calls and promote attendance to Baird events (NDRs, Conferences, Field Trips, Company Visits, Dinners, etc.)
• Maintain client records using a variety of research tools to preserve accuracy. Perform Word and Excel functions of moderate complexity. Compose letters, memos, and reports from verbal or written instructions
• Assemble client materials; compile research, record portfolio holdings, and maintain CRM system to help the team focus on client needs
• Prepare and submit detailed client interaction reports, summarizing engagement activities over defined periods, ensuring content is clear and accurate for client review
• Develop and maintain relationships with associates in Corporate Access, Conference Services, Trading, Research, the Equity Capital Markets Desk, and the team of Equity Coordinators
• Manage incoming and outgoing communications; provide information or direct inquiries, addressing questions that require knowledge of departmental and company functions
• Process Institutional Officers’ expense reports; checking for accuracy and appropriate receipts to ensure prompt payment
• Perform other duties as assigned

• Bachelor’s degree preferred and a minimum of 1-5 years’ experience performing support functions. Industry experience helpful. SIE, Series 7 and 63 are a plus
• Exceptional organizational skills – is consistent, dependable, and accurate. Ability to prioritize daily workflow to effectively meet deadlines
• Exceptional communication skills - ability to effectively exchange ideas and information or influence others with a high level of professionalism
• Must be detail oriented and recognize errors in numbers, spelling, grammar, and punctuation. Must demonstrate good follow-through skills to ensure a successful result
• Strong team player mentality- willing to pitch in and help other team members and leaders, as necessary. Flexible and highly adaptable
• Ability to tolerate peak workloads, to deal with constant interruptions and to maintain flexibility and composure in a high volume, high-intensity environment
• Ability to work independently in a fast-paced team environment with minimal supervision
• Excellent PC skills –Advanced knowledge of Microsoft Word, Excel, and PowerPoint. Experience utilizing pivot tables is helpful