Events Specialist- OPT

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 Occasional Part-Time Events Specialist will provide support to the Sr. Manager and Manager 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. The Event Specialist is capable of planning and execution of tasks, meetings and events independently and keeps management apprised of status on a weekly basis.

Essential Job Functions

Site selection and contract management for meeting space and hotel accommodations
Manage catering, AV and other vendors as directed by Manager
Arrange and manages events independently
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 drafting speaker MOUs and processing honoraria payments
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 Microsoft Teams, Zoom and Webex to 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 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

Education/Training

Bachelor’s Degree in Hospitality and/or Event Management preferred. Related experience in the meeting and events or travel industries may be considered in lieu of industry-specific degree.

Experience

Minimum of one year 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
Webex or similar experience preferred

Special Requirements

Ability to travel in-state and out-of-state to provide on-site event logistics support
Some weekend and evening work required

Essential Physical Requirements

Sufficient mobility and strength to move about the facility. Ability to be mobile throughout the community.