Meetings and Events Coordinator (Contract)

Minneapolis, MN, USA|Remote, Onsite

Job Overview

Benefits

Health Insurance

Dental Insurance

Paid Time Off

hybrid work environment

Professional development opportunities

inclusive work culture

retirement savings plan

Job Description

IDeaS is a leading global technology company specializing in revenue management solutions designed to optimize business performance and accelerate growth. With a robust culture grounded in creative collaboration and professional development, IDeaS empowers its team members to build meaningful and successful careers. As part of SAS, a globally recognized analytics leader, IDeaS integrates advanced technology with deep industry expertise to deliver unparalleled value to its loyal clients across various sectors including hospitality, retail, and more. The company prides itself on fostering an environment where innovation meets excellence, and where each employee’s contributions are acknowledged and rewarded.

The current opportunity is for an experienced Administrative Coordinator dedicated to supporting the seamless execution of internal meetings and client-facing events at IDeaS. This position plays a pivotal role in coordinating all logistical aspects—from room setup and audio/visual needs to managing catering orders and on-site event support. The coordinator ensures that meeting spaces are properly prepared, maintained, and restored, contributing to a professional and polished experience for clients, prospects, and global teams alike. The role demands collaboration across various departments including facilities, IT, and administration, ensuring a cohesive approach to event planning.

This position typically requires a hybrid work arrangement, fostering a blend of in-office and remote work to support global team interactions. The ideal candidate will possess at least three years of experience in events coordination, administrative support, or project management, coupled with strong organizational skills and the ability to multitask efficiently in a dynamic, fast-paced environment. Candidates should be proficient in Microsoft Office and Google Workspace, adept at creating and maintaining standard operating procedures, workflows, and documentation that streamline meeting and event coordination.

Joining IDeaS means aligning with a company that values accountability, curiosity, passion, and authenticity. It is a place committed to inclusivity, diversity, and lifelong learning, where innovation is driven by a variety of perspectives and voices. The Administrative Coordinator role offers a chance to contribute to this forward-thinking culture by ensuring that all events run smoothly, supporting internal stakeholders and enhancing client satisfaction. This is an opportunity to grow professionally within a supportive and innovative company that believes in balancing great work with life outside the office, all while making a significant impact on business success through strategic event management.

Job Requirements

Three plus years of experience in events, administrative coordination, project coordination, or customer service
Strong written communication and documentation skills
Experience creating or maintaining process documents, SOPs, workflows, or meeting notes
Proficiency in Microsoft Office or Google Workspace including Word/Docs, Excel/Sheets, and PowerPoint/Slides
Strong organizational and time-management skills with attention to detail
Ability to manage multiple projects and deadlines simultaneously
Comfortable coordinating with internal stakeholders, vendors, and external clients
Basic understanding of service level agreements, timelines, escalation procedures, or operational standards
Ability to follow established processes while identifying opportunities for improvement
Professional interpersonal and communication skills
Ability to work independently and collaboratively in a fast-paced environment

Job Qualifications

Three plus years of experience in events, administrative coordination, project coordination, or customer service
Strong written communication and documentation skills
Experience creating or maintaining process documents, SOPs, workflows, or meeting notes
Proficiency in Microsoft Office or Google Workspace including Word/Docs, Excel/Sheets, and PowerPoint/Slides
Strong organizational and time-management skills with attention to detail
Ability to manage multiple projects and deadlines simultaneously
Comfortable coordinating with internal stakeholders, vendors, and external clients
Basic understanding of service level agreements, timelines, escalation procedures, or operational standards
Ability to follow established processes while identifying opportunities for improvement
Professional interpersonal and communication skills
Ability to work independently and collaboratively in a fast-paced environment

Job Duties

Assist with the planning and execution of internal meetings and client events
Coordinate room setup according to meeting requirements including seating arrangements, A/V needs, and materials
Ensure meeting spaces are prepared in advance and reset promptly following events
Coordinate ordering, delivery, and setup of meals and refreshments
Verify accuracy of orders and ensure timely delivery aligned with meeting schedules
Manage food presentation, replenishment, and cleanup
Provide on-the-ground support during meetings and events to address real-time needs
Monitor meeting flow and proactively resolve logistical issues
Maintain cleanliness and organization of meeting and common areas before, during, and after events
Serve as a primary point of contact for internal team members regarding meeting logistics
Communicate clearly with stakeholders to confirm event details, timing, and requirements
Collaborate with cross-functional teams such as facilities, IT, and admin to ensure seamless execution
Oversee breakdown and cleanup of meeting spaces
Ensure all materials, equipment, and spaces are returned to standard
Assist with inventory tracking and restocking of supplies as needed
Act as department liaison, distributing appropriate information to and continually communicating with staff
Assist in performing specialized administrative duties related to the department assigned
Support the development and implementation of standardized processes for meetings and event coordination
Assist in creating, maintaining, and refining uniform templates such as intake forms, run-of-show documents, and checklists
Partner with internal stakeholders to transition existing tools and documents to a standardized format
Identify inefficiencies in current workflows and recommend improvements to enhance team productivity and accuracy
Help ensure consistent use of approved templates and processes across all meetings and events
Maintain organized, up-to-date documentation of processes, templates, and best practices