Events Specialist

Description About the OrganizationExperience Tulsa is a portfolio of programs and teams working to showcase the unique past, present, and exciting future of Tulsa in an inclusive, high-touch, and comprehensive manner to generate vibrant growth. Over the next few years, we plan to support other key community partners in building up Tulsa to be the most welcoming place for newcomers, while increasing social capital, community-building, and networking opportunities for all Tulsans. Position PurposeThe Events Specialist supports the tactical execution of events, focusing on the planning, coordination, and delivery of each experience to meet high standards of quality and engagement for the Experience Tulsa community. Core ResponsibilitiesEvent Planning and CoordinationPlan, coordinate, and execute a variety of events, including in-person and virtualDevelop event concepts, schedules, and logistics plans in line with event objectives and target audiences.Work with internal teams to define event needs and to secure resources.Track event details and manage tasks in Asana.Ensure event planning workflows are current and up to date.Vendor and Venue ManagementSource, negotiate, and manage relationships with vendors, including but not limited to caterers, AV providers, venues, and rental companies.Conduct site visits, manage setup needs, and ensure all logistics are coordinated seamlessly from start to finish.Support with contract negotiations and ensure compliance with vendor agreements and timelines.Event Marketing and PromotionCollaborate with the Experience Tulsa marketing team to promote events through appropriate channels per event including but not limited to Slack, newsletters, social media, and email campaigns.Manage event registration process, attendee communication, and email inquiries.Support with management of Slack database to support member questions related to Tulsa Remote events.BudgetingMaintain oversight of event budgets by forecasting expenses, tracking costs, and ensuring event expenditures remain within allocated budget constraints.On-Site Event ExecutionSupport on-site event operations through coordination of setup, staffing, logistics, and vendor management, while collaborating with internal teammates to ensure smooth event execution.Troubleshoot issues in real-time, adapting quickly to resolve challenges and maintain high event quality.Post-Event EvaluationAnalyze post-event survey feedback to measure success, identify improvements, and inform future event planning.Prepare post-event reports that include attendance metrics, attendee feedback, and financial summaries.Other duties as assignedRequirementsEducation and ExperienceBachelor’s degree in Event Management, Hospitality, or related field preferred2.5+ years of experience in event planning and coordination for small to large-scale events.Necessary Mindsets and SkillsExceptional organizational and project management skills, with the ability to multitask, manage deadlines, and consistently ensure accountability for outcomes.Meticulous attention to detail.Proven experience in budget management and vendor contract negotiation, demonstrating cost-effectiveness and efficiency.Masterful communication and negotiation abilities, both verbal and written, with clarity, compassion, and a positive, empathetic approach.Proficiency in event management and project management software, such as Eventbrite, Asana, and other tools to streamline planning and coordination.Cultural competency and commitment to diversity, equity, and inclusion, with the ability to build rapport and work effectively with individuals from diverse backgrounds.A collaborative team player who can effectively partner with stakeholders to ensure high-quality event experiences.Intrinsically motivated and adaptable, capable of working both independently and within teams, with strong problem-solving skills.High energy and bias for action, with a proactive approach to leadership and facilitation to achieve impactful results.Integrity and alignment with the values of the George Kaiser Family Foundation, conducting all activities with honesty and ethical consideration.Physical requirementsAbility to stand and walk for extended periods, particularly during event setup, execution, and teardown.Ability to lift, carry, and move items up to 25 pounds.Ability to stoop, kneel, or crouch as necessaryHours and LocationThis is a hybrid position based in Tulsa, OklahomaThe work week will vary with advance notice depending on scheduled programming and other eventsPosition will be required to be in-office 1-2 days per week on set days per managerAbility to regularly work evenings and non-traditional hoursAbility to occasionally work weekends and holidaysAbility to travel locally and work from multiple locations within the city of TulsaAdditional RequirementsMust have a valid Drivers License, car insurance, and reliable vehicleWill be required to transport event items to and from events using personal vehicleBENEFITS AND COMPENSATIONAs part of our overall compensation package, we offer work/life flexibility, comprehensive health benefits, paid time off, and generous retirement contributions designed to support you and your family.

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