Event Specialist

Description: Requirements: • Oversees events and programs as assigned across various venues; ensures that all are consistent with facility policies and procedures, as well as its high standards of excellence and quality • Assists in event research for program development as assigned • Knows and understands the layouts of all events and GGP Parks facilities; conduct and lead walk-throughs with other Departments and/or External Partners to review needs, explain services and determine best use • Advises External Partners, Performers, and vendors on setup options and equipment needed to achieve desired results • Responsible for event check-lists, timeline management, coordination with Stakeholders, and successful execution of events as assigned • Provide clerical support, program registration, answer telephones, and maintain correspondence with other departments; may respond to public inquires about programs in the park • Assists Manager with contract and invoice development and processing related to Performers, Program Participants, Presenters, External Partners, and Vendors. • Directs the work of contract and Volunteers; including all event support Staff and third-party Vendors for infrastructure setup/tear-down • Understands requirements and elements of each public and/or private event and/or rental • Inputs, retrieves, and updates event set up information; works closely with Production & Operations Teams • Coordinates set-up and on-site roles for events as assigned; may actively be a part of program set-up/tear down and day of management • Conducts pre and post inspections of event footprints at event start or facility open/close; ensure areas are clean and safe for external partners and park guests • Provides clear, concise, and timely communication for vendors, performers, presenters, and all GGP Parks Departments • Assists with day-to-day operations of the in-house event management software if applicable • Develops and maintains effective relationships with local vendors, performers, service contractors, and other suppliers of event services • Coordinates volunteer requests with Volunteer Manager as needed • Works across departments to develop plans and anticipate issues of traffic flow & crowd control; taking necessary steps to ensure safety of all facility clients and patrons • Assists in management of inventory related to program equipment, costuming, and event related giveaways • Cross-utilized for staff support across all GGP Parks facilities and programs as assigned (Guthrie Green, Gathering Place, Duet Jazz, Flyloft) • Monitors time and expenses in accordance with established procedures • May perform emergency custodial maintenance or operations work involving event related elements • Follows all safety rules and regulations & attends trainings as required, to minimize risk of accidents • Maintains proper reporting procedures for event reports, incident reports, attendance logs, & maintenance work orders • Maintains tidy and organized event facilities, offices, and storage areas • Works varied and long shifts including holidays, weekends, nights and events • Other duties as assigned by management and/or Vice President of Programing, Executive Director Skills & Experience • Provide a unique and top-tier level of guest satisfaction by embracing the park’s culture as directed • Conduct all activities in alignment with principles and integrity of the George Kaiser Family Foundation • Protect and enhances Gathering Place brand in the best interest of the Community, The George Kaiser Family Foundation, donors, and all Stakeholders • This position will work with the public, handle multiple projects simultaneously, and work under deadlines • Possess decision-making, problem-solving, and organizational skills • Capable of following and giving instructions; must work well with others • Should be highly motivated with strong ability to set priorities • Interact professionally with a variety of community Partners and interdepartmental relationships • Deliver high-quality customer service to internal and external audiences, and respond to participant evaluations and feedback as necessary • Work independently and as a part of a team • Able to multitask while maintaining efficiency, establish priorities and proceed with objectives • Excellent work ethic, takes pride in their work, and pays close attention to detail, self-starter • Professional appearance, able to establish and maintain positive working relationships • Effective verbal and written communication skills • Highly organized, able to establish and maintain office organization • Willing to learn in both formal and informal settings