Meetings & Events Specialist

Meetings and Events Specialist (Bloomington, MN)

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, sponsor ships, 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.

• Serve as the face of Northmarq for on‑site events and act as 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 smaller‑scale targeted and regional events to ensure smooth execution and optimal client experience, including contract negotiation, tradeshow exhibit coordination, promotional material ordering, food and beverage ordering, budget management, and feedback solicitation.
• Assist with larger‑scale events, including sponsorship logistics, room layout and setup requirements, food and beverage coordination, audiovisual needs, material preparation, branded gift sourcing, and sponsorship asset coordination.
• Maintain the team’s event and promotional material inventory, including branded merchandise, tradeshow assets, gifts, and event materials.
• Provide on‑site day‑of 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, floor plans, etc.).
• Proof documents prior to print, such as attendee name badges and directional signage.

• 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 liaison for the Meetings and Events team with other departments.
• Track CORE memberships, vendor lists, payments, and coordinate with designated staff reps as needed.

Will support a flexible schedule that prioritizes in‑office teamwork, with flexibility for remote work when appropriate.

• 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 proven ability to manage multiple projects, deadlines, and stakeholder requests simultaneously.
• Strong attention to detail, 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,…