Meetings & Events Specialist

Northmarq•Minneapolis, MN

4h•$65,000 - $80,000•Hybrid

About The Position

Northmarq is seeking a detail-oriented and motivated Meetings and Events Specialist to join our Brand and Experience team in our Bloomington, MN headquarters office. This role will support the planning and execution of internal meetings, recognition and incentive programs, client events, conferences, sponsorships, and trade shows. The specialist will help drive team efficiency by coordinating event logistics, promotions, project management, branding initiatives, and other operational responsibilities. This is an opportunity to contribute to the growth of Northmarq's meetings and events function, playing an important role in developing processes, partnerships, and standards for creating meaningful experiences. The role supports a flexible schedule that prioritizes in-office teamwork, with flexibility for remote work when appropriate.

Requirements

Bachelor's degree in Marketing, Communications, Hospitality, Business, Event Management, or related field.
3+ years of event planning or hospitality experience.
Strong organizational skills with a proven ability to manage multiple projects, deadlines, and stakeholder requests simultaneously.
Strong attention to detail, a high level of organization, initiative, and energy.
Excellent verbal and written communication skills with a professional and client-focused approach.
Strong interpersonal skills and ability to collaborate with people at all levels of the company.
Capability to work both independently and collaboratively while maintaining strong accountability and follow-through.
Adept at problem solving and handling unforeseen challenges with minimal supervision.
Ability to lift, transport, and set up event installations as needed.
Proven track record in Microsoft Office Suite, including Outlook, Excel, PowerPoint, and Word.

Nice To Haves

Industry designation or active membership in industry associations (e.g., MPI) is a plus.
Knowledge of marketing and communications areas such as media/PR, events and tradeshows, print production, websites, intranet, email marketing, and graphic layout/design is preferred.
Proven success working with CRM systems, event registration platforms, attendee management systems, email platforms and website content management systems is preferred.
Experience with Asana, InDesign, Salesforce, and Hubspot are a plus.

Responsibilities

Serve as the face of Northmarq for on-site events and be an ambassador to clients, employees, partners, and internal stakeholders to ensure optimal guest experiences.
Coordinate event administrative tasks, including sponsorship deadlines, event platform set-up, attendee registrations, sourcing and ordering branded gifts, preparing nametags, table hosting systems, inbound and outbound event shipping, deploying post-event surveys, and post-event reporting.
Support a defined set of smaller-scale targeted and regional events to ensure smooth execution and optimal client experience. Includes working with industry partners to establish contracts, coordinating on-site tradeshow exhibits and branding, ordering promotional materials, ordering food and beverage, managing budgets, and soliciting feedback from attendees, and reporting results.
Assist with various tasks for larger-scale events, including sponsorship logistics, determining room layouts and setup requirements, arranging food and beverages, managing audiovisual needs, preparing materials, sourcing and ordering branded gifts, and coordinating sponsorship assets.
Maintain the team’s event and promotional material inventory, including branded merchandise, tradeshow assets, gifts, and event materials.
When on-site, provide day-of event support, including setup, registration, troubleshooting, vendor management, attendee experience, tear-down, and post-event follow-up.
Print and organize critical documents needed on-site (attendee list, BEOs, floorplans, etc.)
Proof documents prior to print, such as attendee name badges, directional signage, etc.
Work with the Brand and Marketing teams to order, inventory, and track branded merchandise.
Organize on-site (Minneapolis) supplies of branded merchandise.
Support Brand and Creative team with projects as requested.
Assist with management of Northmarq's meetings and events calendar.
Maintain department file organization including folder structures, files names, and overall document maintenance.
Track industry memberships, vendor lists, and sponsorship commitments.
Use Asana to track event execution and report progress and results on a recurring basis.
Work closely with the department and the Finance team to track budgets, submit invoices for payment and manage event-specific expense tracking and allocations.
Work with the team on weekly reporting and strategic planning processes and tracking.
Assist with scheduling key meetings such as recurring team calls, on-site prep meetings, and post-event debriefs.
Maintain and manage department inboxes, intranet content, and other internal communication vehicles.
Act as a liaison for the Meetings and Events team with other departments.
Track CRE’s memberships, vendor lists, and payments and coordinate with designated staff reps as needed.