Meetings & Events Specialist

About the role

Northmarq is seeking a detail-oriented and motivated Meetings and Events Specialist on our Brand and Experience team in our Bloomington, MN headquarters office. In this role, you will support the planning and execution of internal meetings, recognition and incentive programs, client events, conferences, sponsorships, and trade shows that reflect Northmarq's professionalism and commitment to excellence. You will help drive the team's efficiency and effectiveness by coordinating event logistics, promotions, project management activities, branding initiatives, and other operational responsibilities.

This is an exciting opportunity to contribute to the growth of Northmarq's meetings and events function. As the firm continues to expand, you will play an important role in developing the processes, partnerships, and standards that create meaningful and memorable experiences for our clients, employees, and industry partners.

This role supports a flexible schedule that prioritizes in-office teamwork, with flexibility for remote work when appropriate. Candidates must possess unrestricted authorization to work in the U.S. for any employer, without the need for sponsorship now or in the future.

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, 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, file 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.
• 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 memberships, vendor lists, and payments and coordinate with designated staff reps as needed.

Requirements

• Bachelor's degree in Marketing, Communications, Hospitality, Business, Event Management, or related field.
• 3+ years of event planning or hospitality experience.
• Industry designation or active membership in industry associations (e.g., MPI) is a plus.
• 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.
• 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.
• 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.
• Travel up to 25% working evenings and weekends during events.

Skills

• Proven success working with CRM systems, event registration platforms, attendee management systems, email platforms, and website content management systems is preferred.
• Proven track record in Microsoft Office Suite, including Outlook, Excel, PowerPoint, and Word.
• Experience with Asana, InDesign, Salesforce, and Hubspot are a plus.

Benefits

• Medical, dental, and vision coverage
• Paid time off
• 401K match and an annual discretionary contribution based on business performance
• Paid parental leave and adoption assistance
• Education assistance
• Volunteer paid time off
• Charitable contribution match

Pay

The salary range for the Meetings & Events Specialist position is $65,000.00 to $80,000.00 annually. Actual compensation will depend on the candidate’s skills, qualifications, and experience.