Events Coordinator - FT

Description

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 Events Coordinator will provide support to the Event Manager and the team of individuals responsible 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.

Essential Job Functions

• 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

Qualifications

Education/Training

• Bachelor’s degree in Hospitality and/or Event Management, required
• Will consider 4 years work experience in lieu of degree

Experience

• Minimum of one year meeting/travel logistics experience.
• Cvent registration experience preferred
• Webex or similar experience preferred

Skills, Knowledge, and Abilities

• 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