Events Specialist - FT

Public Strategies; Oklahoma City (OK); On-site; USD 55,000 - 75,000; Full time

Job summary

Public Strategies in Oklahoma City seeks an Event Specialist to assist the Sr. Manager and Manager in planning and executing meetings and events, including travel and logistic arrangements for PS and its clients.

The role requires strong attention to detail, multi-tasking, and timely communication. Proficiency with Cvent, Zoom/Teams/Webex and MS Office is preferred; 4-year degree or 5 years’ related experience is expected.

Qualifications

• Bachelor’s degree in hospitality and/or event management or equivalent experience.
• 5+ years in meeting/travel logistics or events preferred.
• Strong planning, budgeting, and vendor management abilities.

Responsibilities

• Site selection and contract management for meeting space and hotel accommodations.
• Manage catering, AV and other vendors for events.
• Arrange for and manage events independently.
• Build and manage online registration using Cvent and related tools.
• Oversee travel, lodging and per diem for attendees and speakers.

Skills

Detail oriented

Time management

Excellent communication

Multitasking

Education

Bachelor’s degree in hospitality and/or event management

4+ years work experience in meetings, events and/or travel industry

Tools

Cvent

Zoom

Teams

Webex

MS Office

Job description

Job Details

Job Location: Corporate Facility - Oklahoma City, OK 73104

Position Type: Full Time

Education Level: 4 Year Degree

Travel Percentage: Up to 25%

Job Shift: Day

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.