Guthrie Green Event Specialist

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Event Specialist

Tulsa, OK

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Description

Under the general supervision of the Event & Experience Manager, this position plans, coordinates, implements, and oversees events and programming across GGP Parks facilities, including special events, festivals, concerts, performances, community programming, and partnered events. Works collaboratively with internal departments, external partners, performers, vendors, and stakeholders to ensure successful event execution and a high-quality guest experience.

Essential Functions (including, but not limited to):

• Works with Event & Experience Manager to plan and implement diverse internal programming. Events include, but are not limited to, layered event activations, fitness programs, artist-supported programming, movie nights, vendor markets, food truck events, camps, workshops, festivals, and other community programming.
• Oversees events and programs as assigned across various venues; ensures that all are consistent with facility policies and procedures, as well as its high standards of excellence, quality, and guest experience.
• Assists with event and programming research to support program development initiatives as assigned.
• Supports the Event & Experience Manager in reviewing presented event leads and managing correspondence through TripleSeat, ensuring all event details are accurately maintained, updated, and tracked within the platform.
• Serves as the venue representative and coordinator for external clients inquiring about partnered or presented events at Guthrie Green or LowDown. Supports pre-event planning and day-of-event oversight while advising external partners, performers, and vendors on event setup options, logistics, equipment needs, and requirements.
• Knows and understands the layouts of GGP Parks; conducts and leads walk-throughs with other departments and/or external partners to review needs, explain services, and determine best use.
• Assists the Event & Experience Manager with contract and invoice development and processing related to presenters, program participants, external partners, and vendors.
• Works closely with Production, Talent Booking, Operations, and Marketing teams; coordinates setup and onsite roles for events as assigned; may actively participate in program setup/tear-down and day-of-event management.
• Responsible for event checklists, timeline management, event equipment deployment, coordination with stakeholders, and successful execution of events as assigned.
• Collaborates with onsite food and beverage operators to support programming efforts, coordinate event needs, and help ensure a positive and cohesive guest experience.
• Coordinates and directs the work of contract labor and volunteers, including event support staff and third-party vendors, for infrastructure setup and tear-down.
• Provides clerical support, assists with required permitting and program registration, answers telephones, and maintains correspondence with other departments; responds to public inquiries about programs in the park.
• Conducts pre- and post-event inspections of event footprints at event start or facility open/close; ensures areas are clean and safe for external partners and park guests.
• Develops and maintains effective relationships with local vendors, performers, service contractors, and other suppliers of event services.
• Works across departments to develop plans and anticipate issues related to traffic flow and crowd control; takes necessary steps to ensure the safety of all facility clients and patrons.
• Assists in the management of inventory related to program equipment, costuming, and event-related giveaways.
• Maintains proper reporting procedures for event reports, incident reports, attendance logs, and maintenance work orders.
• Cross-utilized for staff support across all GGP Parks facilities and programs as assigned (Guthrie Green, Fly Loft, LowDown, and Gathering Place).
• Monitors time and expenses in accordance with established procedures.
• May perform emergency custodial, maintenance, or operations work involving event-related elements.
• Follows all safety rules and regulations and attends trainings as required to minimize the risk of accidents.
• Maintains tidy and organized event facilities, offices, and storage areas.
• Works varied and long shifts, including holidays, weekends, nights, and events.

Requirements

Qualifications:

• 1 to 2 years' experience or equivalent combination of education and experience in parks and recreation, event management, or related field of study

Skills & Experience:

• Conducts all activities in alignment with the principles and integrity of the George Kaiser Family Foundation.
• Protects and enhances the GGP Parks, LLC brand in the best interest of the community, the George Kaiser Family Foundation, donors, and all stakeholders.
• This position will work with the public, handle multiple projects simultaneously, and work under deadlines.
• Possesses decision-making, problem-solving, and organizational skills.
• Capable of following and giving instructions; must work well with others.
• Should be highly motivated with a strong ability to set priorities.
• Interacts professionally with a variety of community partners and maintains positive interdepartmental relationships.
• Delivers high-quality customer service to internal and external audiences and responds to participant evaluations and feedback as necessary.
• Works independently and as part of a team.
• Able to multitask while maintaining efficiency, establishing priorities, and proceeding with objectives.
• Demonstrates an excellent work ethic, takes pride in their work, pays close attention to detail, and is a self-starter.
• Able to establish and maintain positive working relationships.
• Maintains a professional appearance and demeanor appropriate for public event environments.
• Effective verbal and written communication skills.
• Highly organized, with the ability to establish and maintain office organization.
• Willingness to learn in both formal and informal settings.

Physical Requirements:

• Able to complete the physical demands representative of those that must be met by an employee to successfully perform the essential functions of this job are typical in event management
• Lift and/or move up to 50 pounds
• Comfortable working outdoors in all elements
• You will subject to exposure to excessive noise, extremes in temperature, humidity or wetness, dust
• You will need to be available to work varying shifts or hours based on park hours such, opening and closing shifts, weekends and holidays
• This position will need to stand and/or walk for more than 4 hours at a time

Computer Proficiency:

• Must be proficient with Microsoft Suite and be able to adapt well to various other computer programs.

Organizational Relationships:

• Formally reports to Events & Experience Manager

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