Job Overview
Employment Type
Full-time
Work Schedule
Standard Hours
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Professional development opportunities
Job Description
Public Strategies (PS) is a nationally respected consulting, project management, and marketing firm headquartered in Oklahoma City. The company specializes in delivering innovative solutions for federal, state, and local government clients. PS offers a wide range of services that include project and program management, training and technical assistance, technology solutions, event management, research and evaluation, video production, and strategic communications. Beyond consulting, the firm is committed to providing research-informed direct services aimed at assisting financially vulnerable Oklahomans, with a strong focus on strengthening families and creating better employment opportunities.
The company’s culture thrives on collaboration and innovation, bringing together a diverse team of thinkers, creatives, strategists, communicators, builders, researchers, and change agents all dedicated to making a positive impact in their communities. Public Strategies integrates expertise and creativity to not only drive change but also deliver solutions with integrity and effectiveness.
The Events Coordinator position is integral to supporting the planning and execution of meetings and events for Public Strategies and its clients. Reporting to the Event Manager, the Events Coordinator will play a crucial role in arranging logistics, managing event registration systems, coordinating travel and lodging for both attendees and staff, and providing on-site event support. This role requires exceptional attention to detail, strong multitasking abilities, and the capability to meet tight deadlines in a fast-paced environment.
Key responsibilities include managing registrations through web-based platforms such as Cvent, overseeing travel arrangements and expense processes, liaising with vendors for venue space, catering, audiovisual equipment, and other event needs. The Events Coordinator also collaborates closely with the Marketing and Communications team to produce promotional materials and supports webinar hosting and video conferencing technology training. Additionally, the role involves post-event follow-up, including financial reconciliations, inventory management of event supplies, and detailed reporting on event outcomes.
This full-time position is ideal for a highly organized individual with a bachelor’s degree in Hospitality or Event Management, or four plus years of relevant professional experience. Candidates must demonstrate proficiency using MS Office and event technology platforms, and possess excellent communication and time management skills. The Events Coordinator contributes to the company’s mission by facilitating well-executed events that enhance client satisfaction and support the firm’s overarching goal of delivering high-quality consulting services.
The company’s culture thrives on collaboration and innovation, bringing together a diverse team of thinkers, creatives, strategists, communicators, builders, researchers, and change agents all dedicated to making a positive impact in their communities. Public Strategies integrates expertise and creativity to not only drive change but also deliver solutions with integrity and effectiveness.
The Events Coordinator position is integral to supporting the planning and execution of meetings and events for Public Strategies and its clients. Reporting to the Event Manager, the Events Coordinator will play a crucial role in arranging logistics, managing event registration systems, coordinating travel and lodging for both attendees and staff, and providing on-site event support. This role requires exceptional attention to detail, strong multitasking abilities, and the capability to meet tight deadlines in a fast-paced environment.
Key responsibilities include managing registrations through web-based platforms such as Cvent, overseeing travel arrangements and expense processes, liaising with vendors for venue space, catering, audiovisual equipment, and other event needs. The Events Coordinator also collaborates closely with the Marketing and Communications team to produce promotional materials and supports webinar hosting and video conferencing technology training. Additionally, the role involves post-event follow-up, including financial reconciliations, inventory management of event supplies, and detailed reporting on event outcomes.
This full-time position is ideal for a highly organized individual with a bachelor’s degree in Hospitality or Event Management, or four plus years of relevant professional experience. Candidates must demonstrate proficiency using MS Office and event technology platforms, and possess excellent communication and time management skills. The Events Coordinator contributes to the company’s mission by facilitating well-executed events that enhance client satisfaction and support the firm’s overarching goal of delivering high-quality consulting services.
Job Requirements
- Bachelor's degree in Hospitality and/or Event Management, or 4+ years relevant work experience
- Minimum of one year meeting/travel logistics experience
- Proficiency in MS Office, especially Excel
- Experience with Cvent or similar registration platforms preferred
- Experience with Webex or similar video conferencing technology preferred
- Strong detail orientation and ability to meet deadlines
- Excellent communication and time management 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 with 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 (e.g., Cvent) 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
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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