Events Coordinator

Job Details: Job Location: Tulsa Regional Chamber - Tulsa, OK 74103, Position Type: Full Time, The Events Coordinator provides advanced, autonomous coordination and administrative support for events, sponsorship fulfillment, publications and priority event-focused communications initiatives. This role often exercises independent judgment to manage sponsor communications, guest and seating logistics, documentation systems, and project tracking from planning through post‑event wrap, ensuring accuracy, consistency, and a high level of stakeholder service. The position operates with minimal supervision in key areas and is responsible for proactively identifying needs, managing deadlines and executing work in alignment with established goals, processes, and leadership direction. PRINCIPAL DUTIES AND RESPONSIBILITIES Event Support Independently manages sponsor fulfillment tracking for assigned events, including sponsor commitments, seating allocations, attendee lists, dietary restrictions, and special accommodations. Exercises ownership over sponsor communications, including the autonomous development, scheduling, and deployment of notification emails and outreach regarding event benefits, deadlines, and required submissions. Proactively follows up with sponsors to secure guest lists and head table representatives, resolving discrepancies, and escalating issues as needed to protect sponsor experience and event execution. Designs, distributes, and manages sponsor and head table information collection forms. Maintains accurate, up‑to‑date tracking documentation. Anticipates upcoming needs and proactively flags risks, missing information, or timing concerns that could impact event readiness or sponsor fulfillment. Assists with the determination of head table order based on sponsor commitments and event protocol. Creates and prepares head table name tents and supporting materials. Drafts and coordinates formal event invitation letters for the Board of Directors, Board of Advisors, and elected officials ensuring appropriate approvals and accurate distribution. Owns the finalization, deployment, and distribution of post‑event surveys, exercising independent judgment to ensure surveys are launched within 1–2 business days following an event and aligned with established feedback and reporting needs. Supports event website updates, including coordination and placement of sponsor logos and basic content updates in alignment with established guidelines. SharePoint (event server home) responsibilities: Conducts regular audits of the event team's repository to ensure organized file structure, consistent document capture and version control across all event materials. Asana (project management tool) support responsibilities: Provides functional ownership of event project tracking within Asana, including maintaining task accuracy, updating assignments discussed in meetings, and ensuring clear accountability across teams. Administrative and Publications Support Independently tracks publication sponsors and associated deliverables. Communicates advertisement specifications, production deadlines, and submission requirements. Coordinates receipt, review, and approval of advertising assets ensuring materials meet specifications and deadlines. Provides administrative and project support for internal events, initiatives, and special projects as requested by Director of Events and/or the Senior Vice President of Communications, Creative Services, and Events. Performs other incidental and related duties as required and assigned. Qualifications: KNOWLEDGE, SKILLS, AND ABILITIES Graduation from an accredited college or university with a bachelor’s degree is required. Equivalent experience in a related field may substitute for the education requirement. Strong verbal and written communication skills displaying high levels of tact and diplomacy. Ability to translate client needs into event deliverables. Commitment to high-quality service with a collaborative, cooperative approach. Organizational, analytical and problem-solving skills. Ability to meet tight deadlines and to juggle multiple priorities while flawlessly executing on projects in a fast‑paced, often pressured environment. WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS Work environment: Normally a typical office environment with people, with minimal exposure to excessive noise or adverse environmental issues, with occasional outdoor exposure to heat, cold, and environmental elements. Physical demands: Manipulate, handle, feel, and control items or equipment. Able to read, write, and interpret written documents. Occasionally lift and move objects weighing up to 50 pounds. #J-18808-Ljbffr