Event Coordinator, Creative Arts​/Media

Campus: OSU-Stillwater

Contact:
Natalie Noles, natalie.noles

Work Schedule:

Monday through Friday, 8:00-5:00pm with occasional evenings and weekends.

Hiring Range: $43,800 - $54,900

• Primary Point of Contact: Serve as main liaison for clients, vendors, and venue staff before, during, and after events.
• Comprehensive Event Planning: Oversee all aspects of event planning, including:
  • Budgeting and contract negotiation
  • Site selection and venue coordination
  • Transportation and lodging arrangements
  • Food and beverage planning
  • Audio/visual requirements and setup
  • Event décor and on-site logistics
• Creative Event Development: Design unique event themes and create detailed timelines to ensure seamless execution.
• Floor Plan & Layout Management: Develop precise floor plans, layouts, and diagrams for efficient setup and breakdown.
• On-Site Event Execution: Lead event day operations, resolve issues proactively, and ensure smooth execution.
• Catering & F&B Coordination: Work closely with catering teams to develop menus and oversee food and beverage service.
• Vendor Selection & Management: Identify, negotiate, and coordinate with external vendors, such as photographers, florists, entertainers, and rental companies.
• Guest & Speaker Coordination: Arrange travel and accommodations for incoming guests and speakers.
• Financial Oversight: Manage invoicing and billing for all event-related expenses.
• Post-Event Analysis: Prepare reports detailing event success, challenges, and areas for improvement.
• Industry Awareness & Process Improvement: Stay up to date on industry trends and best practices, proactively identifying opportunities to enhance event planning processes.

• High School/GED (degree must be conferred on or before agreed upon start date)
• Three years related work experience coordinating events, preferably corporate events. Post‑secondary education may substitute for experience. Proven ability to manage multiple projects simultaneously and meet deadlines. Excellent written and verbal communication skills. Strong organizational skills and attention to detail. Proficient in Microsoft Word, Publisher, Excel, and PowerPoint, with aptitude to learn new software and systems. Flexibility to travel as needed for events.

• Bachelor's degree in Event Management, Hospitality, or Marketing.

Seniority level:
Mid‑Senior level

Employment type:

Full‑time

Job function:
Management and Manufacturing

Industries:
Higher Education

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