Events Planner

Jobtailor; Stillwater (OK); On-site; USD 42,000 - 54,000; Full time

Job summary

Jobtailor in Stillwater, OK is seeking an experienced Event Coordinator to manage end-to-end logistics for internal and external events. You will source venues, coordinate travel, catering, materials, and onsite execution while ensuring alignment with objectives.

The role requires collaboration across teams, vendor management, budget tracking, invoicing, and strong communication skills to deliver brand-consistent events on time. Join our fast-paced team to drive successful experiences.

Qualifications

• Two years' experience in event coordination and logistics support.
• Experience with budget tracking and invoicing.
• Vendor stakeholder coordination across events.
• Proficiency in Microsoft Office applications.
• Excellent written and verbal communication skills.

Responsibilities

• Execute and manage end-to-end logistics for internal and external events
• Source and arrange venues, registration, travel coordination, catering, event materials, and onsite execution
• Partner with internal stakeholders and vendors to deliver event details accurately, on schedule, and aligned with objectives
• Manage vendor coordination, obtain quotes, process invoices, track expenses, and maintain event documentation
• Oversee event logistics budgets and identify cost variances or potential issues for leadership review
• Coordinate event communications and materials, including invitations, agendas, presentation support, speaker logistics, signage, and run-of-show documents
• Collaborate with Communications, Creative, and business partners to ensure materials are accurate, timely, and brand-consistent
• Serve as primary point of contact for attendees, speakers, vendors, and internal stakeholders
• Respond to inquiries, coordinate event details, and track action items
• Support post-event feedback collection, invoice reconciliation, lessons-learned documentation, and recommendations for future improvements
• Perform other duties as assigned

Skills

Event coordination

Budget tracking

Vendor coordination

Project management

Communication skills

Microsoft Office

Education

Associate's degree in Communications

Associate's degree in Public Relations

Associate's degree in Marketing

Associate's degree in Hospitality

Tools

Microsoft Office

Job description

• Execute and manage end-to-end logistics for internal and external events
• Source and arrange venues, registration, travel coordination, catering, event materials, and onsite execution
• Partner with internal stakeholders and vendors to deliver event details accurately, on schedule, and aligned with objectives
• Manage vendor coordination, obtain quotes, process invoices, track expenses, and maintain event documentation
• Oversee event logistics budgets and identify cost variances or potential issues for leadership review
• Coordinate event communications and materials, including invitations, agendas, presentation support, speaker logistics, signage, and run-of-show documents
• Collaborate with Communications, Creative, and business partners to ensure materials are accurate, timely, and brand-consistent
• Serve as primary point of contact for attendees, speakers, vendors, and internal stakeholders
• Respond to inquiries, coordinate event details, and track action items
• Support post-event feedback collection, invoice reconciliation, lessons-learned documentation, and recommendations for future improvements
• Perform other duties as assigned

Requirements

• Associate's degree in Communications, Public Relations, Marketing, or Hospitality
• Two (2) years' experience in event coordination and logistics support, budget tracking and invoicing, and vendor stakeholder coordination
• Proficiency in Microsoft Office Applications and PC skills
• Event oversight, coordination, and planning experience
• Project Management experience and ability to manage multiple events simultaneously
• Ability to collaborate across functions and manage multiple stakeholders
• Excellent written and verbal communication skills
• Ability to examine and coordinate vendor contract requirements
• Experience supporting corporate communications, brand, or executive-level events
• Ability to multitask, manage priorities, track budgets and invoices, manage event logistics, maintain attention to detail, and meet deadlines in a fast-paced environment
• Ability to build effective working relationships with internal stakeholders, vendors, and event participants while providing a high level of customer service and professionalism
• Demonstrates excellent organizational/interpersonal skills and safety as the utmost priority

Core Competencies

Demonstrates expertise in event coordination, logistics management, and budget tracking, with a strong ability to collaborate across functions and manage multiple stakeholders effectively. Proficient in Microsoft Office Applications and skilled in maintaining attention to detail while delivering high-quality event experiences.

Highest-signal resume keywords

• Event Coordination
• Budget Tracking
• Vendor Management
• Project Management
• Excellent Communication Skills

ATS Optimization Keywords

Hard Skills

• Event Logistics Management
• Budget Oversight
• Invoicing
• Vendor Coordination
• Microsoft Office Proficiency
• Event Planning
• Registration Management
• Travel Coordination
• Catering Arrangement
• Documentation Maintenance

Soft Skills

• Interpersonal Skills
• Organizational Skills
• Customer Service
• Multitasking
• Attention to Detail

Certifications & Qualifications

• Associate's Degree in Communications
• Associate's Degree in Public Relations
• Associate's Degree in Marketing
• Associate's Degree in Hospitality

Industry Keywords

• Event Management
• Corporate Communications
• Stakeholder Coordination
• Brand Consistency
• Fast-Paced Environment