Events Specialist, Experience Tulsa

Tulsa, OK, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Hourly

Range $24.00 - $28.80

Work Schedule

Flexible

Weekend Shifts

Benefits

Health Insurance

Dental Insurance

long-term disability insurance

401(k) Plan

Paid Time Off

Paid holidays

Life insurance

Job Description

Experience Tulsa is a dynamic and innovative organization dedicated to showcasing the unique history, culture, and future potential of Tulsa, Oklahoma. As a portfolio of programs and teams, Experience Tulsa operates to inspire economic growth and community engagement by highlighting the city’s vibrant offerings. Supported by the George Kaiser Family Foundation, the organization encompasses several key initiatives including Tulsa Remote, Tulsa Service Year, and Campus Tulsa. These programs aim to foster community-building, attract newcomers, and strengthen social capital within the Tulsa area. Experience Tulsa is deeply committed to creating an inclusive, welcoming, and connected environment for residents and visitors alike, making Tulsa not only an inviting place to live and work but also a hub for dynamic economic and social development.

The Events Specialist role at Experience Tulsa is a pivotal position responsible for the tactical execution of various events designed to engage and connect the Experience Tulsa community. This hybrid position, based in Tulsa, Oklahoma, involves planning, coordinating, and delivering both in-person and virtual events that align with the organization’s strategic goals. The ideal candidate will have exceptional organizational skills, a detail-oriented mindset, and the ability to manage multiple projects simultaneously while maintaining a strong focus on quality and attendee engagement.

This role covers the entire spectrum of event management, from initial concept development to post-event evaluation. The Events Specialist acts as the central coordinator ensuring seamless logistics, budgeting oversight, vendor and venue management, and on-site event execution. Collaboration with internal teams and external vendors is essential to bring event visions to life and to execute experiences that foster meaningful community connections. The position requires proactive problem-solving abilities and adaptability to handle real-time challenges during events.

In terms of compensation and benefits, this full-time role offers a competitive package that includes 100% employer-paid medical, dental, and long-term disability insurance options, a 401(k) plan with employee and employer contributions, paid time off, paid holidays, and employer-paid accidental death and dismemberment (AD&D) life insurance with options for supplemental coverage. The Events Specialist will contribute directly to the growth and vibrancy of Tulsa’s community through high-quality event delivery, supporting the organization’s mission to make Tulsa a welcoming and engaging place for all.

Job Requirements

Bachelor's degree in event management, hospitality, or related field preferred
2.5+ years of experience in event planning and coordination
ability to stand and walk for extended periods during events
ability to lift, carry, and move items up to 25 pounds
ability to stoop, kneel, or crouch as necessary
ability to work hybrid schedule based in Tulsa, Oklahoma
ability to regularly work evenings, weekends, and holidays as needed
valid driver’s license, car insurance, and reliable vehicle
ability to transport event items using personal vehicle

Job Qualifications

Bachelor's degree in Event Management, Hospitality, or related field preferred
2.5+ years of experience in event planning and coordination for small to large-scale events
exceptional organizational and project management skills
proven experience in budget management and vendor contract negotiation
masterful communication and negotiation abilities
proficiency with event management and project management software such as Eventbrite and Asana
cultural competency and commitment to diversity, equity, and inclusion
strong collaborative skills and ability to work effectively with stakeholders
intrinsic motivation and adaptability with strong problem-solving skills
high energy and proactive leadership approach
alignment with the values of the George Kaiser Family Foundation and ethical conduct

Job Duties

Plan, coordinate, and execute a variety of events including in-person and virtual
develop event concepts, schedules, and logistics plans
work with internal teams to define event needs and secure resources
track event details and manage tasks in Asana
source, negotiate, and manage relationships with vendors including caterers, AV providers, venues, and rental companies
conduct site visits and manage setup needs
support contract negotiations and ensure compliance with vendor agreements
collaborate with marketing team to promote events through multiple channels
manage event registration and attendee communications
maintain oversight of event budgets by forecasting and tracking costs
coordinate on-site event operations including setup, staffing, and logistics
troubleshoot issues in real-time during events
analyze post-event feedback to measure success and inform future planning
prepare detailed post-event reports
perform other duties as assigned