Event Planning Specialist

2 weeks ago

River Rouge, Michigan, United States Ponca Tribe of Nebraska Full time

Position:

Event Coordinator

Division:

Tribal Affairs

Department:

Tribal Affairs

Reports To:

Tribal Communications Director

Location:

Open

Exempt/Non-Exempt:

Non-Exempt

Pay Grade:

Grade 5 ($13.50-$22.80)

Classification:

Full-time

Overview:

The Ponca Tribe of Nebraska is a federally recognized Tribe with its ancestral homeland located in Niobrara, NE. The Tribe operates within a defined 'Service Delivery Area' that encompasses 15 counties across Nebraska, Iowa, and South Dakota, providing a diverse array of health, social, educational, and cultural services.

The Event Coordinator plays a crucial role in collaborating with Directors, Tribal Council, and other personnel to orchestrate district-level and Tribal events, including the Annual Powwow. This position will work in close partnership with the Tribal Communications Director and Office Coordinators to ensure effective promotion and communication of these events to the community.

Key Responsibilities:

  1. Collaborate with Directors, various Tribal divisions, Tribal Council, and internal staff to determine event requirements, acting as a liaison between the Tribal organization and external vendors throughout the planning process.
  2. Identify resources and venues, actively participating in pre-event meetings to assist staff in making informed decisions regarding event design and execution.
  3. Plan and manage logistics for events, including contract negotiations, venue setup, catering, equipment, promotional materials, and direct mailings.
  4. Procure supplies for events, ensuring timely delivery of items.
  5. Oversee and evaluate member experiences through post-event assessments, providing feedback to leadership and relevant departments.
  6. Prepare event budgets, obtain quotes, and process invoices efficiently.
  7. Assist in managing on-site preparations and event breakdown.
  8. Adhere to legal, insurance, health, and safety regulations consistently.
  9. Support the Tribal Communications Director in organizing event promotion and coverage.
  10. Perform additional duties as assigned.
Relationships and Authority:

This position does not include supervisory responsibilities. Duties will be assigned by leadership as needed.

Working Environment and Physical Demands:

Physical requirements include the ability to carry/lift up to 5 pounds frequently, up to 15 pounds regularly, and up to 25 pounds occasionally. Visual acuity, speech, and hearing are necessary for operating a computer keyboard and basic office equipment; the role may involve carrying, lifting, twisting, and reaching to fulfill essential job functions. The working environment is primarily office-based, with potential travel to various locations.

Qualifications:

Minimum:
  1. Associate degree in event management, hospitality, marketing, public relations, or a related field.
  2. Two years of experience in planning and executing events of varying scales.
  3. Strong interpersonal and communication skills.
  4. Excellent organizational abilities, including multitasking, time management, and attention to detail.
  5. Capability to manage multiple projects independently.
  6. Proficient written and oral communication skills.
  7. Computer proficiency in Microsoft operating systems, Microsoft Word, Excel, and PowerPoint.
  8. Valid driver's license and insurability.
  9. Successful completion of drug and alcohol testing, motor vehicle, education, character, and criminal background checks.
  10. Willingness to work varied schedules, including evenings and weekends.
  11. Able and willing to travel.
Preferred:
  1. Bachelor's degree or equivalent in event management, hospitality, marketing, public relations, or a related discipline.
  2. Four years of experience in event planning, demonstrating a history of successful events.
  3. Experience in marketing, public relations, or communications.
  4. One year of experience working with Native Americans or Native American organizations.
  5. Prior experience in planning large traditional or cultural gatherings, such as powwows.
  6. Knowledge of Public Law 93-638: Indian Self-Determination Act, Tribal organizations, and funding opportunities.
Preference will be given to Ponca Tribe of Nebraska members or members of a federally recognized tribe. However, all qualified individuals are encouraged to apply.

The Ponca Tribe of Nebraska is an at-will employer.

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