Meetings and Events Coordinator (Contract)

IDeaS•Edina, MN

1d•Hybrid

About The Position

Provides administrative support in the execution of internal meetings and client-facing events. This position is responsible for coordinating logistics, managing food and beverage orders, and ensuring meeting spaces are properly set up, maintained, and reset. The role also serves as a key point of contact for internal stakeholders, ensuring a seamless and professional experience for all in-office client/prospect and global team meetings.

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, 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

Responsibilities

Assist with the planning and execution of internal meetings and client events
Coordinate room setup according to meeting requirements (e.g., 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
Acts as department liaison; distributes appropriate information to, and continually communicates with, staff.
Assists 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 (e.g., 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