Meetings and Events Coordinator (Contract)

Minneapolis, MN, USA|Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Standard Hours

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Professional Development

Inclusive culture

Flexible work environment

Job Description

IDeaS is a global leader in revenue management technology solutions, known for its rich culture of creative collaboration and professional growth. The company is a powerhouse of innovation and excellence, committed to accelerating clients' growth through advanced revenue optimization strategies. Operating on a global scale, IDeaS brings together talented teams who work in unison to challenge the status quo and deliver impactful, leading-edge solutions in the hospitality and other industries. As an employer, IDeaS fosters an inclusive and diverse environment where employees are supported in balancing great work with all other aspects of their life. The company prides itself on living its core values of being Accountable, Curious, Passionate, and Authentic, while striving to build a workplace that represents diverse ideas and authentic voices.

The role being offered is an administrative support position focusing on the execution of internal meetings and client-facing events. This position is crucial in ensuring seamless, professional, and well-organized events by coordinating logistics, managing food and beverage orders, and maintaining the setup and cleanliness of meeting spaces. The ideal candidate will act as a primary point of contact for internal stakeholders, facilitating smooth communication and coordination among team members, vendors, and clients. This role requires strong organizational skills, attention to detail, and the ability to manage multiple projects simultaneously. The candidate will support a variety of administrative duties including planning meetings, verifying orders, supporting on-the-ground event needs, and developing standardized processes and templates to enhance operational efficiency. This position is perfect for someone who thrives in a collaborative environment and enjoys contributing to the success of dynamic, fast-paced events and meetings within a globally recognized company dedicated to innovation and employee growth.

Job Requirements

3+ 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
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 (SLAs), 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

3+ 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, especially Word/Docs, Excel/Sheets, 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 (SLAs), 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 such as seating arrangements, A/V needs, 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 (facilities, IT, 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 and distribute appropriate information to 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, checklists to ensure consistency across the team
Partner with internal stakeholders to transition existing tools and documents to a single, standardized format
Identify inefficiencies in current workflows and recommend practical 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 for team reference