Events Coordinator (Oklahoma City)

The State Chamber of Oklahoma is a distinguished private, membership-based advocacy organization that has been championing the interests of Oklahoma businesses since 1926. Dedicated to fostering economic growth and creating a pro-business climate across the state, the Chamber leverages strategic partnerships, valuable resources, and powerful coalitions to ensure that the voice of the business community is both strong and effective. Located in Oklahoma City, the Chamber remains a trusted and influential advocate for advancing the state's economy, supporting both established and emerging businesses to thrive in an increasingly competitive environment.

The State Chamber of Oklahoma is currently seeking a full-time, on-site Events Coordinator to join their dynamic team based in Oklahoma City, OK. This pivotal role involves comprehensive responsibilities in planning, coordinating, and managing all facets of the organization's events. As an Events Coordinator, you will oversee event logistics, vendor relations, and on-site execution while collaborating closely with internal teams and external vendors to ensure that every event aligns with organizational goals and delivers a superior experience for attendees. The position provides an excellent opportunity to contribute to the Chamber's mission by delivering high-quality events that support legislative initiatives, build member engagement, and enhance the Chamber's brand presence.

The Events Coordinator will develop and maintain streamlined event planning processes, including timelines, responsibilities, and decision-making authority outlines that encompass all departments’ needs. By working in collaboration with senior management, the coordinator will assist in defining event themes and identifying appropriate venues that facilitate event growth and success. Maintaining organized master files for all events, inclusive of materials such as budgets, guest lists, and promotional content, is essential for tracking history and benchmarking future efforts. The role also demands a strong focus on upholding brand consistency across all events and related communications through coordination with the Communications Department and external vendors.

Moreover, the Events Coordinator will take charge of event management tasks, including subcontracting catering, audio/visual needs, decorations, and acting as the on-site coordinator to guarantee smooth event execution. Ensuring events remain within budget, researching and booking speakers, managing speaker logistics, and producing accurate event agendas and scripts are a critical part of the role. Close cooperation with the Membership Department is also required to create, market, and fulfill sponsorships, ensuring sponsor satisfaction and agreement compliance.

Beyond the event day, the coordinator will drive follow-up activities such as member surveys, thank you communications to speakers and vendors, detailed post-event reports, and financial reconciliations. A proactive attitude toward problem-solving and time management is vital, as is the ability to multi-task, stay organized, and communicate effectively across various stakeholders. This position offers a meaningful opportunity for individuals passionate about event management to contribute significantly to an organization that plays a crucial role in advocating for Oklahoma’s business interests and economic development.

Bachelor’s degree or equivalent work experience
Previous experience in event management or related field
Strong interpersonal and communication skills
Ability to manage multiple tasks and meet deadlines
Experience with contract negotiations and vendor management
Proficiency in using software for event planning and communication
Ability to travel and work onsite as required
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