Event Specialist

Description Under general supervision from the Special Events Manager, the Event Specialist supports the planning, coordination, and execution of high-quality park events and programs that advance GGP Parks’ operational standards, guest experience, community programming, and brand reputation. This role coordinates event logistics, cross-functional communication, vendor and partner support, on-site execution, and post-event follow-up for assigned special events, festivals, concerts, performances, rentals, and other programs. Requirements Essential Functions Plans, coordinates, and supports assigned events and programs across GGP Parks venues, including special events, festivals, concerts, performances, markets, fitness programming, rentals, and community programs for diverse audiences. Ensures assigned events align with facility policies, safety requirements, brand standards, accessibility expectations, and GGP Parks’ standards for quality, guest experience, and operational excellence. Supports program research, planning, and development by identifying event needs, operational considerations, partner requirements, and opportunities to strengthen public programming. Maintains strong knowledge of GGP Parks facilities, event footprints, layouts, equipment, and operational capabilities; leads walk-throughs with departments, external partners, vendors, performers, and presenters as needed. Advise external partners, performers, presenters, vendors, and internal teams on setup options, equipment needs, timelines, site limitations, and operational requirements to support successful event outcomes. Manages assigned event checklists, timelines, setup information, stakeholder coordination, communications, and on-site execution to ensure events are delivered safely, efficiently, and professionally. Provides administrative and clerical support, including program registration, phone and email correspondence, public inquiries, event documentation, contract and invoice processing support, and event management software updates as applicable. Coordinates the work of volunteers, contract staff, event support staff, service providers, and third-party vendors involved in event setup, operations, tear-down, and related support. Coordinates event setup, tear-down, day‑of operations, production needs, operations team communication, and on‑site roles for assigned events and programs. Conducts pre‑event and post‑event inspections of event areas to ensure spaces are clean, safe, prepared, and restored for external partners, guests, and park operations. Maintains clear, timely, and professional communication with vendors, performers, presenters, external partners, volunteers, and GGP Parks departments before, during, and after events. Develops and maintains effective working relationships with local vendors, performers, service contractors, external partners, and suppliers of event‑related services. Coordinates volunteer support requests with the Education/Volunteer Manager as needed. Works across departments to anticipate traffic flow, crowd control, safety, and guest experience needs; takes appropriate steps to protect facility clients, guests, staff, and partners. Assists with inventory management for program equipment, event supplies, costuming, giveaways, and other event‑related materials. Provides staff support across GGP Parks facilities and programs as assigned, including Guthrie Green, Gathering Place, LowDown, and Flyloft. Monitors time, expenses, and event‑related resources in accordance with established procedures. Performs emergency custodial, maintenance, or operations support related to event needs as assigned. Follows all safety rules, regulations, and required training protocols to minimize risk and support safe event operations. Maintains accurate reporting procedures for event reports, incident reports, attendance logs, maintenance work orders, and related documentation. Maintains clean, organized, and professional event facilities, offices, storage areas, and workspaces. Works varied and extended shifts, including holidays, weekends, nights, and events, based on operational needs. Performs other duties as assigned by Special Events Manager, or Senior Leadership. Qualifications Bachelor’s degree 1 to 2 years’ experience or equivalent combination of education and experience in parks and recreation, event management, or related field of study. Skills & Experience Provides a high‑quality guest experience by supporting GGP Parks’ culture, service expectations, and operational standards. Conducts all activities in alignment with the principles and integrity of the George Kaiser Family Foundation. Protects and enhances the Gathering Place brand in the best interests of the community, the George Kaiser Family Foundation, donors, guests, and stakeholders. Manages multiple projects simultaneously, works effectively with the public, and meets deadlines in a fast‑paced event environment. Demonstrates strong decision‑making, problem‑solving, organizational, and prioritization skills. Follows and gives instructions effectively, works well with others, and supports a collaborative team environment. Maintains professionalism, motivation, attention to detail, and a strong work ethic in all assigned responsibilities. Builds positive working relationships with community partners, vendors, performers, presenters, volunteers, guests, and internal departments. Delivers high‑quality customer service to internal and external audiences and responds appropriately to participant evaluations and feedback. Works independently and as part of a team while maintaining efficiency, organization, and accountability. Communicates effectively through clear verbal and written communication. Demonstrates willingness to learn through formal training, informal coaching, and hands‑on experience. Physical Requirements Able to meet the physical demands required to successfully perform the essential functions of an event management role. Able to lift and/or move up to 50 pounds. Comfortable working outdoors in varying weather conditions. Subject to exposure to excessive noise, temperature extremes, humidity, wetness, and dust. Available to work varying shifts based on park and event hours, including opening and closing shifts, weekends, holidays, nights, and extended event hours. Able to stand and/or walk for more than four hours at a time. Computer Proficiency Must be proficient with Microsoft Suite and be able to adapt well to various other computer programs. Organizational Relationships Formally reports to Special Events Manager. #J-18808-Ljbffr Tulsa Community Foundation