Events Specialist, Experience Tulsa

Events Specialist

Experience 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. We do this through speaking loudly and proudly about all that Tulsa has to offer while offering meaningful community-building opportunities for newcomers and long-time Tulsans, alike. The programs within the Experience Tulsa umbrella include Tulsa Remote, Tulsa Service Year, and Campus Tulsa, and are all economic development initiatives supported by the George Kaiser Family Foundation. 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 Purpose

The 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. This role translates strategic goals into practical application by managing event logistics, coordinating with vendors, and overseeing on-site logistics. The Events Specialist works collaboratively with internal teams and external stakeholders, bringing the team's vision to life through well-executed, meaningful experiences that foster community connections. This position is ideal for a hands-on, detail-oriented professional with strong multitasking, problem-solving, and attendee engagement skills.

Core Responsibilities

Event Planning and Coordination

• Plan, coordinate, and execute a variety of events, including in-person and virtual
• Develop 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 Management

• Source, 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 Promotion

• Collaborate 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.

Budgeting

• Maintain oversight of event budgets by forecasting expenses, tracking costs, and ensuring event expenditures remain within allocated budget constraints.

On-Site Event Execution

• Support 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 Evaluation

• Analyze 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 assigned

Requirements

Education and Experience

• Bachelor's degree in Event Management, Hospitality, or related field preferred
• 2.5+ years of experience in event planning and coordination for small to large-scale events.

Necessary Mindsets and Skills

• Exceptional 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 requirements

• Ability 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 necessary

Hours and Location

• This is a hybrid position based in Tulsa, Oklahoma
• The work week will vary with advance notice depending on scheduled programming and other events
• Position will be required to be in-office 1-2 days per week on set days per manager
• Ability to regularly work evenings and non-traditional hours
• Ability to occasionally work weekends and holidays
• Ability to travel locally and work from multiple locations within the city of Tulsa

Additional Requirements

• Must have a valid Drivers License, car insurance, and reliable vehicle
• Will be required to transport event items to and from events using personal vehicle

Benefits and Compensation:

As 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. Details:

• 100% employer paid medical, dental, and long-term disability for full-time employees only. Option to add vision and dependents
• 401(k) employee and employer contributions
• Paid time off to support you while you are out of the office
• Paid holidays so our employees can spend time with those they care about
• Employer-paid AD&D life insurance, with employee option to add supplemental life insurance