Events Coordinator - FT

Oklahoma City, OK, USA|Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Standard Hours

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Professional development opportunities

flexible schedule

Employee wellness programs

Job Description

Public Strategies (PS) is a nationally respected consulting, project management, and marketing firm headquartered in Oklahoma City. Known for delivering innovative solutions, the firm serves a diverse array of federal, state, and local clients by offering a broad spectrum of services including project and program management, training and technical assistance, technology integration, event management, research and evaluation, video production, and strategic communications. Beyond consulting, PS is deeply committed to social impact, providing research-informed direct services aimed at supporting financially vulnerable Oklahomans. Their work is centered on strengthening families and improving employment opportunities, reflecting their broader mission of making a meaningful difference in the community.

At its core, Public Strategies is a collaborative team composed of thinkers, creatives, strategists, communicators, builders, researchers, and change agents, all dedicated to driving change and delivering high-quality results. The organization values innovation, teamwork, and excellence, striving to touch lives and contribute positively to society through their projects and initiatives.

The role of Events Coordinator at Public Strategies is essential to the seamless planning and execution of meetings and events both for the firm and its clients. Reporting to the Event Manager, the Events Coordinator provides critical support in all logistical aspects of event planning, including making travel arrangements, securing meeting spaces, coordinating with vendors, and managing registrations. This position requires a detail-oriented professional with the ability to handle multiple tasks concurrently and deliver results within tight deadlines. The Events Coordinator will manage web-based registration systems like Cvent, oversee travel bookings for both attendees and staff, coordinate closely with the Marketing and Communications team to produce event materials, and offer on-site logistical support to ensure every event runs smoothly.

Additionally, the Events Coordinator will be responsible for tasks such as processing honoraria payments, hosting webinars using platforms like Webex, and supporting staff with video conferencing technology. Post-event activities, including invoice processing and inventory management of event supplies, also fall under this position's responsibilities. The role demands excellent time management and communication skills, proficiency in MS Office with strong Excel capabilities, and a proactive approach to identifying and solving logistical challenges. The successful candidate will not only demonstrate the ability to execute detailed event plans but also provide regular status reports to the Event Manager, contributing to continuous improvement in event operations. Overall, this position offers an exciting opportunity to be part of a dynamic team that values innovation and social impact while enhancing the firm's event delivery capabilities.

Job Requirements

bachelor’s degree in hospitality and/or event management, required
will consider 4+ years work experience in lieu of degree
minimum of one year meeting/travel logistics experience
detail oriented and ability to meet tight deadlines
ms office proficiency with strong excel skills
ability to manage multiple tasks and/or projects independently and simultaneously
excellent time management and communication skills

Job Qualifications

bachelor’s degree in hospitality and/or event management, required
will consider 4+ years work experience in lieu of degree
minimum of one year meeting/travel logistics experience
cvent registration experience preferred
webex or similar experience preferred
detail oriented
ability to meet tight deadlines
ms office proficiency with strong excel skills
ability to manage multiple tasks and/or projects independently and simultaneously
excellent time management and communication skills

Job Duties

make arrangements for meeting space, hotel accommodations, catering, AV equipment and other vendors as directed by Event Manager
build web-based registration sites for PS-sponsored events and manage online registration process
oversee travel, lodging and per diem for attendees, including 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 Webex, and provide training and support to staff using video conferencing technology
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
other duties as assigned