Events Specialist, Tulsa

Description

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.

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.

• 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.

• 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.

• 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.

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

• 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.

• 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.

• 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.

• 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…