Meetings and Events Coordinator (Contract)

Passionate people. Loyal clients. Leading solutions.
With a rich culture of creative collaboration and professional growth, IDeaS' team members build successful careers with us.
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.
Now we just need you!
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.
What you'll be doing...

• 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

What you'll bring to us...

• 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

We Support Who You Are....
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.
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.
Additional Information:
To qualify, applicants must be legally authorized to work in the United States , and should not require, now or in the future, sponsorship for employment visa status.
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 .
Equivalent combination of education, training, and relevant experience may be considered in place of the education requirement stated above.
Resumes may be considered in the order they are received.
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.
#LI-Hybrid
#IDeaS
#BI-Hybrid