Events Specialist - FT

Norman, OK, USA|

Job Overview

Compensation

Hourly

Range $14.00 - $24.50

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Professional Development

flexible schedule

remote work options

Job Description

Public Strategies (PS) is a nationally respected consulting, project management, and marketing firm headquartered in Oklahoma City. The firm is known for offering innovative solutions tailored for federal, state, and local clients. Their extensive range of services includes project and program management, training and technical assistance, technology implementation, event management, research and evaluation, video production, and strategic communications. Beyond these services, Public Strategies also delivers research-informed direct assistance aimed at supporting financially vulnerable populations in Oklahoma, placing a strong emphasis on strengthening families and improving employment opportunities. The company prides itself on being a collaborative team comprising thinkers, creatives, strategists, communicators, builders, researchers, and change agents. Together, they are committed to making a tangible impact on lives, driving meaningful change, and doing good with excellence.

The role of Event Specialist at Public Strategies plays a crucial role in supporting the Sr. Manager and Manager in the planning and execution of various meetings and events for both the organization and its clients. This position requires impeccable attention to detail and the capacity to juggle multiple responsibilities simultaneously while adhering to strict deadlines. The Event Specialist is entrusted with the independent planning and management of tasks, meetings, and events. This professional is also responsible for keeping management informed of progress on a weekly basis. Key responsibilities include managing vendor contracts and logistics such as site selection, catering, audiovisual arrangements, and travel bookings. The specialist will oversee the build and administration of online event registration systems, including web-based tools like Cvent, and will facilitate both in-person and virtual event execution, employing platforms such as Zoom, Teams, and WebEx. The role extends to post-event activities such as reporting, invoice processing, and inventory management of event materials. Candidates for this role must demonstrate strong decision-making skills, excellent organizational ability, and the adaptability to manage multiple projects efficiently. Essential physical requirements involve sufficient mobility and strength to move within the facility and community, with travel both in-state and out-of-state expected as part of event support duties. The position may also require availability for some weekend and evening work. This role offers a dynamic and engaging environment to contribute to impactful projects and be part of a mission-driven team dedicated to improving communities.

Job Requirements

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
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
Ability to travel in-state and out-of-state to provide on-site event logistics support
Some weekend and evening work required
Sufficient mobility and strength to move about the facility
Ability to be mobile throughout the community

Job Qualifications

Bachelor's degree in hospitality and/or event management preferred
Five years minimum 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

Job Duties

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