Meetings and Events Coordinator (Contract)

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    "url": "https://ideas-sas.icims.com/jobs/42093/meetings-and-events-coordinator-%28contract%29/job",
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    "datePosted": "2026-05-28T04:00:00.000Z",
    "description": "<h2></h2>\n<p></p>\n<p> </p>\n<p>Passionate people. Loyal clients. Leading solutions.</p>\n<p>With a rich culture of creative collaboration and professional growth, IDeaS’ team members build successful careers with us. </p>\n<p>IDeaS is proud to be a global powerhouse of innovation and excellence; challenge and reward. No matter where we’re working, our teams come together to create leading revenue management solutions that accelerate our clients’ growth through revenue optimization.</p>\n<p><strong>Now we just need you!</strong></p>\n<p>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.</p>\n<p><strong><em>What you’ll be doing...</em></strong></p>\n<ul>\n <li>Assist with the planning and execution of internal meetings and client events</li>\n <li>Coordinate room setup according to meeting requirements (e.g., seating arrangements, A/V needs, materials)</li>\n <li>Ensure meeting spaces are prepared in advance and reset promptly following events</li>\n <li>Coordinate ordering, delivery, and setup of meals and refreshments</li>\n <li>Verify accuracy of orders and ensure timely delivery aligned with meeting schedules</li>\n <li>Manage food presentation, replenishment, and cleanup</li>\n <li>Provide on-the-ground support during meetings and events to address real-time needs</li>\n <li>Monitor meeting flow and proactively resolve logistical issues</li>\n <li>Maintain cleanliness and organization of meeting and common areas before, during, and after events</li>\n <li>Serve as a primary point of contact for internal team members regarding meeting logistics</li>\n <li>Communicate clearly with stakeholders to confirm event details, timing, and requirements</li>\n <li>Collaborate with cross-functional teams (facilities, IT, admin) to ensure seamless execution</li>\n <li>Oversee breakdown and cleanup of meeting spaces</li>\n <li>Ensure all materials, equipment, and spaces are returned to standard</li>\n <li>Assist with inventory tracking and restocking of supplies as needed</li>\n <li>Acts as department liaison; distributes appropriate information to, and continually communicates with, staff.</li>\n <li>Assists in performing specialized administrative duties related to the department assigned.</li>\n <li>Support the development and implementation of standardized processes for meetings and event coordination</li>\n <li>Assist in creating, maintaining, and refining uniform templates (e.g., intake forms, run-of-show documents, checklists) to ensure consistency across the team</li>\n <li>Partner with internal stakeholders to transition existing tools and documents to a single, standardized format</li>\n <li>Identify inefficiencies in current workflows and recommend practical improvements to enhance team productivity and accuracy</li>\n <li>Help ensure consistent use of approved templates and processes across all meetings and events</li>\n <li>Maintain organized, up-to-date documentation of processes, templates, and best practices for team reference</li>\n</ul>\n<p><strong><em>What you’ll bring to us…</em></strong></p>\n<ul>\n <li>3+ years of experience in events, administrative coordination, project coordination, or customer service</li>\n <li>Strong written communication and documentation skills</li>\n <li>Experience creating or maintaining process documents, SOPs, workflows, or meeting notes</li>\n <li>Proficiency in Microsoft Office or Google Workspace, especially:\n  <ul>\n   <li>Word/Docs</li>\n   <li>Excel/Sheets</li>\n   <li>PowerPoint/Slides</li>\n  </ul></li>\n <li>Strong organizational and time-management skills with attention to detail</li>\n <li>Ability to manage multiple projects and deadlines simultaneously</li>\n <li>Comfortable coordinating with internal stakeholders, vendors, and external clients</li>\n <li>Basic understanding of Service Level Agreements (SLAs), timelines, escalation procedures, or operational standards</li>\n <li>Ability to follow established processes while identifying opportunities for improvement</li>\n <li>Professional interpersonal and communication skills</li>\n <li>Ability to work independently and collaboratively in a fast-paced environment</li>\n</ul>\n<p><strong><em>We Support Who You Are….</em></strong></p>\n<p>As a global company, we strive to create an inclusive environment where diverse perspectives spark innovation and meet the challenges of an evolving world.  Whether you’re launching a new career or expanding your current one, IDeaS is a company where you can balance great work with all other aspects of your life.  </p>\n<p>At IDeaS, we also aspire to live our values each day by being Accountable, Curious, Passionate and Authentic. And we continue our quest to build a more inclusive environment that attracts, represents and provides a place for diverse ideas, unique perspectives, and authentic voices.  </p>\n<p><strong><em>Additional Information:</em></strong>To qualify, applicants must be legally authorized to work in the <em>United States</em>, and should not require, now or in the future, sponsorship for employment visa status.</p>\n<p>SAS is an equal opportunity employer. All qualified applicants are considered for employment without regard to any characteristic protected by law. Read more: Know Your Rights. </p>\n<p>Equivalent combination of education, training, and relevant experience may be considered in place of the education requirement stated above.</p>\n<p>Resumes may be considered in the order they are received.</p>\n<p>IDeaS/SAS employees performing certain job functions may require access to technology or software subject to export or import regulations. To comply with these regulations, IDeaS/SAS may obtain nationality or citizenship information from applicants for employment. IDeaS/SAS collects this information solely for trade law compliance purposes and does not use it to discriminate unfairly in the hiring process.</p>\n<p>#LI-Hybrid</p>\n<p>#IDeaS</p>",
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