Meeting & Event Coordinator Intern

LeadingAge Minnesota; Saint Paul (MN); On-site; USD 468,000 - 585,000; Part time

Job summary

LeadingAge Minnesota is seeking a Meeting and Event Coordinator Intern to assist with the Institute & Expo, the association's largest signature event. The internship provides hands-on experience in event logistics, planning, and on-site support for a three-day program in St.

Paul. You will help with pre-event planning, setup on February 9, 2027, and support the in-person sessions February 10–11, as well as the virtual dates March 2–4, 2027, working closely with the Events team to ensure smooth

Qualifications

• Associate degree or equivalent from two-year college or technical school.
• Ability to read and comprehend simple instructions and communicate effectively.
• Familiarity with Microsoft Office and virtual meeting tools.

Responsibilities

• Assist with pre-event planning and on-site setup for the Institute & Expo.
• Coordinate registration and attendee communications via phone and email.
• Support virtual sessions using Zoom and the Learning Management System (LMS).
• Provide onsite support during the Institute event (Feb 9‑11, 2027).
• Help maintain organized schedules and event documentation.

Skills

Communications

Customer Service

Dependability

Planning & Organization

Quality

Use of Technology

Education

Associate degree or equivalent

Tools

Microsoft Office Suite

Zoom

Skype

Learning Management System (LMS)

Association Management System (AMS)

Job description

Position Summary

The Meeting and Event Coordinator Intern will support the planning and execution of LeadingAge Minnesota’s largest signature event, the Institute & Expo, which hosts approximately 3,000 attendees over two days at the RiverCentre in St. Paul. This internship offers hands‑on experience in event logistics, coordination, and on‑site support. Key responsibilities include assisting with pre‑event planning, setup on February 9, 2027, and supporting the in‑person event on February 10–11, 2027, as well as the virtual event dates of March 2–4, 2027. This is an excellent opportunity for someone interested in gaining real‑world experience in large‑scale event coordination.

Essential Duties and Responsibilities

To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Collect and enter speaker bios, handouts, and audiovisual requirements for 100+ concurrent sessions.
• Download and organize speaker documents from the designated upload site.
• Review speaker handouts using a checklist and document findings in a tracking sheet.
• Process and enter event registrations; most will be submitted online by users.
• Prepare onsite materials including reports, room signage, and content for the event app.
• Respond to registration and event‑related inquiries from members and exhibitors via phone and email.
• Assist with setup, management, and live facilitation of virtual sessions via Zoom and the Learning Management System.
• Support the Vice President of Events, Education, and Experiences, Director of Education, Online Learning Specialist, and Events and Education Coordinator with conference logistics.
• Provide onsite support during the Institute event (February 9–11, 2027).
• Support virtual sessions during the Virtual Institute (March 2–4, 2027).
• Maintain organized systems, processes, and schedules for the Institute.
• Perform other Institute related duties as assigned.

Competencies

To perform the job successfully, an individual should demonstrate the following:

• Communications - Exhibits good listening and comprehension. Expresses ideas and thoughts in written form. Expresses ideas and thoughts verbally. Keeps others adequately informed. Selects and uses appropriate communication methods.
• Customer Service - Displays courtesy and sensitivity. Manages difficult or emotional customer situations. Meets commitments. Responds promptly to customer needs. Solicits customer feedback to improve service.
• Dependability - Commits to doing the best job possible. Follows instructions. Keeps commitments. Meets attendance and punctuality guidelines. Responds to requests for service and assistance. Takes responsibility for own actions.
• Planning & Organization - Integrates changes smoothly. Plans for additional resources. Prioritizes and plans work activities. Set goals and objectives. Use time efficiently. Works in an organized manner.
• Quality - Fosters quality focus in others. Improve processes. Measures key outcomes. Sets clear quality requirements. Solicits and applies customer feedback.
• Use of Technology - Adapts to new technologies. Demonstrates required skills. Keeps technical skills up to date. Troubleshoots technological problems. Use technology to increase productivity.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education/Experience: Associate degree or equivalent from two-year college or technical school; or six months to one-year related experience and/or training; or equivalent combination of education and experience.
• Language Ability: Read and comprehend simple instructions, short correspondence, and memos. Write simple correspondence. Effectively present information in one‑on‑one and small group situations to customers, clients, and other employees.
• Mathematical Ability: Add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Compute rate, ratio, and percent, and draw and interpret bar graphs.
• Reasoning Ability: Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Deal with problems involving several concrete variables in standardized situations.
• Computer Skills: Microsoft Office Suite, Zoom, Skype, or Slack Communication, Learning Management System (LMS), Association Management System (AMS)
• Certificates and Licenses: Knowledge of aging services for meeting and/or event planning preferred.

Supervisory Responsibilities

There are no supervisory responsibilities for this position.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise in the work environment is typically moderate.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, talk, or hear. The employee is regularly required to stand, walk, use hands or fingers to handle or feel. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds.

Special vision requirements for this position include close vision (clear vision at 20 inches or less).

Compensation

$17.02 per hour, based on knowledge, skills, and experience. Approximately 20-25 hours a week (Monday through Friday between 8 a.m. and 5 p.m.), flexible. This position is not eligible for benefits. Must be able to work in the office at least one day a week on a Tuesday, Wednesday, or Thursday.

About LeadingAge Minnesota

LeadingAge Minnesota is a network of mission‑driven organizations serving older adults in all the places they call home. LeadingAge Minnesota serves as a catalyst, working alongside members, caregivers, advocates, and consumers to collectively shape the future of aging services and ensure older adults in every community live with dignity, meaning, and purpose. Together with over 55,000 caregivers, our 1,400+ members provide quality, compassionate care to 53,000 older adults every day in independent senior housing, assisted living, in‑home care, adult day services, and skilled nursing settings.