Events Specialist - FT

Corporate Facility - Oklahoma City, OK 73104

Position Type

Full Time

Job Shift

Day

4 Year Degree

Travel Percentage

Up to 25%

Public Strategies Overview

Public Strategies (PS) is a nationally respected consulting, project management, and marketing firm based in Oklahoma City. We provide innovative solutions for federal, state, and local clients, including project and program management, training and technical assistance, technology, event management, research and evaluation, video production, and strategic communications. We also deliver research-informed direct services to financially vulnerable Oklahomans, with a focus on strengthening families and improving employment opportunities.

We are a collaborative team of thinkers, creatives, strategists, communicators, builders, researchers, and change agents committed to touching lives, driving change, and doing good well.

Position Summary

The Event Specialist will provide support to the Sr. Manager and Manager for planning and executing meetings and events, as well as making travel and logistical arrangements, for Public Strategies and its clients. This professional possesses a strong attention to detail and the ability to manage multiple tasks simultaneously and meet deadlines. The Event Specialist is capable of planning and execution of tasks, meetings and events independently and keeps management apprised of status on a weekly basis.

Essential Job Functions

• Site selection and contract management for meeting space and hotel accommodations
• Manage catering, AV and other vendors as directed by Event Manager
• Arrange for and manage events independently
• Build web-based registration sites (e.g., Cvent) for PS-sponsored events and manage online registration process
• Oversee travel, lodging and per diem for attendees, including drafting and executing MOUs and processing honoraria payments to approved speakers
• Oversee travel booking for PS staff, including managing processes and air travel expense reporting
• Coordinate with Marketing & Communications Department to produce registration and meeting materials
• Provide on-site logistics support and services, including managing registration and shipping, receiving, and distributing print materials and supplies
• Serve as webinar host using technology such as Zoom, Teams and Webex, and provide training and support to staff using video conferencing technology
• Produce virtual and hybrid events, responsible for event technology, audience engagement tools and facilitator needs
• Complete post-event activities including assisting with post-conference/event reports, processing invoices, and managing inventory of event supplies and materials
• Provide weekly status/progress reports to Event Manager, identifying issues and proposing solutions to logistical challenges
• Prepare detailed plans with timelines and milestones for each logistical activity to inform work plans and reports
• Keen decision making ability while an ability to manage multiple projects at once
• Other duties as assigned

Education/Training

• Bachelor’s degree in hospitality and/or event management preferred.
• Will consider 4+ years work experience in meetings, events and/or travel industry in lieu of degree

Experience

• Minimum of five years meeting/travel logistics experience.
• Detail oriented and ability to meet tight deadlines
• Excellent time management and communication skills
• Ability to manage multiple tasks and/or projects independently and simultaneously
• MS Office proficiency with strong Excel skills
• Cvent registration experience preferred
• Zoom and Teams or similar experience preferred

Special Requirements

Ability to travel in-state and out-of-state to provide on-site event logistics support

Some weekend and evening work required

Sufficient mobility and strength to move about the facility. Ability to be mobile throughout the community.