Assistant Event Coordinator - Tribal Events Admin (Durant)

Choctaw Nation of Oklahoma•Durant, OK

5h•Onsite

About The Position

Onsite 100% Durant | Monday-Friday 8:00AM-4:30PM | Labor Day Holiday and Some Weekend Events Job Purpose or Objective(s): The assistant event coordinator plays a supportive role collaborating with each lead in all facets of event planning and asset management, including internal and external events. You will report to the Tribal Event Asset Manager. Primary Tasks: 1. Assist Event Coordinators and Tribal Events Asset Manager with different aspects of event planning, execution, and the logistics involved with transporting event assets and materials to and from the event venue. 2. You will work with the Tribal Events Asset Manager to improve efficiency with the materials and equipment, by ensuring that materials and equipment are organized and placed in designed storage space when needed. 3. Help with pre-event planning and onsite execution during and after the event with setup, teardown, event support, registration, and communication with onsite vendors. 4. Assist Tribal Event Asset Manager with gathering pick lists, packing, loading and unloading event assets. 5. Help ensure all equipment is sanitized and stored after each event, along with laundering all washable items such as table covers, chair covers,etc. 6. You will coordinate events such as the Labor Day Festival and accomplish Lead responsibilities for onsite food vendors. 7. Maintain the Tribal Events fiscal year calendar and update project tasks to relevant program software. 8. You will receive deliveries, inspect incoming purchases, verify order, and ensure quality standards are met and notify relevant personnel for pickup. 9. Other duties may be assigned.

Requirements

High School diploma or equivalent combination of education and experience in hospitality, tourism, or related field
Proficient with CVENT, Social Tables, WorkFront, Microsoft Teams or comparable project management software. Proficient in performing multiple tasks and events.
Ability to work with other departments and associates at different levels to ensure processes are managed properly.
Ability to travel to different events inside and outside of the reservation.
Ability to work occasional weekends and holidays.
Ability to present event ideas and plans to partners and vendors.
Ability to meet the physical requirements related to this position including walking, standing, extended driving, or heavy lifting for up to 8 hours?
Ability to lift and carry 50 pounds
Valid Driver's License
One (1) year experience in event planning
Computer experience and proficient in MS Excel
And proficient in performing multiple tasks and events.
Ability to work under time and resource constraints
Ability to travel to events.
Ability to present event ideas
Ability to handle difficult situations.
Excellent customer service skills
One (1) or more years of experience in event planning

Responsibilities

You will assist Event Coordinators to secure event details including venue, food, and entertainment needs.
Help secure reservations, creating schedules and timelines, and ensuring Event Coordinators have all necessary information to make decisions and seek approvals.
Assist the Materials Management Supervisor with gathering pick list, packing, loading, and unloading event assets.
Assist multiple departments with planning and coordination of events such as the Labor Day Festival.
You will manage the Tribal Events event planning calendar and maintain project tasks in Planner while providing communications regarding project details within the Communications department and with partners.
Complete event planning tasks, as directed. Maintain a contact list and coordinate with project leads.
Assign and assist when needed with event execution including setup and breakdown of event equipment; create food and drink orders; serve food and drinks, and control sound equipment for Choctaw Nation events.
Assist with event tasks including greeting guests, event setup and breakdown, and coordinating with vendors.
Have emotional control to anticipate and plan different scenarios in the event of unexpected needs.
Perform other duties as assigned.