Event Coordinator

1 week ago

Stillwater, United States Oklahoma State University Full time

CampusOSU-Stillwater Contact Name & Email Natalie Noles, Work Schedule Monday through Friday, 8:00-5:00pm with occasional evenings and weekends, Appointment Length Regular Continuous/Until Further Notice Hiring Range $43800 - $54900 Special Instructions to Applicants Please submit resume and cover letter. About this Position Primary Point of Contact: Serve as the main liaison for clients, vendors, and venue staff before, during, and after events. Comprehensive Event Planning: Oversee all aspects of event planning, including: Budgeting and contract negotiation Site selection and venue coordination Transportation and lodging arrangements Food and beverage planning Audio/visual requirements and setup Event décor and on-site logistics Creative Event Development: Design unique event themes and create detailed timelines to ensure seamless execution. Floor Plan & Layout Management: Develop precise floor plans, layouts, and diagrams for efficient setup and breakdown. On-Site Event Execution: Lead event day operations, resolve issues proactively, and ensure smooth execution. Catering & F&B Coordination: Work closely with catering teams to develop menus and oversee food and beverage service. Vendor Selection & Management: Identify, negotiate, and coordinate with external vendors, such as photographers, florists, entertainers, and rental companies. Guest & Speaker Coordination: Arrange travel and accommodations for incoming guests and speakers. Financial Oversight: Manage invoicing and billing for all event-related expenses. Post-Event Analysis: Prepare reports detailing event success, challenges, and areas for improvement. Industry Awareness & Process Improvement: Stay up to date on industry trends and best practices, proactively identifying opportunities to enhance event planning processes. Required Qualifications High School/GED (degree must be conferred on or before agreed upon start date) Three years related work experience coordinating events, preferably corporate events. Post-secondary education may substitute for experience. Proven ability to manage multiple projects simultaneously and meet deadlines. Excellent written and verbal communication skills. Strong organizational skills and attention to detail. ​Proficient in Microsoft Word, Publisher, Excel, and PowerPoint, with aptitude to learn new software and systems. Flexibility to travel as needed for events. Preferred Qualifications Bachelor's Event Management, Hospitality, Marketing

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