Events Specialist – FT

Job Details
Job Location Corporate Facility – Oklahoma City, OK
Position Type Full Time
Education Level4 Year Degree
Travel Percentage Up to 25%
Job Shift Day
Description

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.
Qualifications

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

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

Public Strategies is an equal employment opportunity/affirmative action employer.  Employment decisions are based on merit and business needs, not on classifications protected by law, including but not limited to:  race, color, sex (including sexual orientation, gender identify, and pregnancy), religion, national origin, age (40 and older), disability, genetic information, military service, or any other classification protected by law.