Event Manager

ASM Global•Oklahoma City, OK

About The Position

Under general supervision, the Event Manager coordinates event preparation and performance at the Oklahoma City Convention Center for events such as banquets, conventions, sporting events, trade shows, and meetings. The role serves as a liaison between the facility and clients, ensuring client requirements are met and facility rules, regulations, and policies are followed. The Event Manager plans and manages events, coordinates staffing and vendor needs, works with facility departments, and ensures event equipment, setup, and personnel meet event requirements and contractual agreements. The position also handles post-event documentation and billing coordination, responds to customer inquiries or complaints, and makes decisions during emergencies and crowd-management situations. It has limited indirect supervisory responsibilities during events, including assigning and directing work and addressing complaints and problems. The role requires an irregular schedule to supervise events, including nights, weekends, and holidays. Occasional travel may be required. Physical demands may include extended periods of walking, standing, or sitting and lifting up to 50 pounds.

Requirements

Bachelor’s degree or a combination of training and 2–3 years of related experience.
Knowledge of building operations, maintenance practices, and safety requirements.
Ability to work independently and exercise judgment and initiative.
Ability to maintain effective working relationships with clients, employees, exhibitors, patrons, and others.
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Ability to interpret technical instructions in mathematical or diagram form and work with abstract and concrete variables.
Ability to work effectively under pressure or stringent schedules and produce accurate results.
Excellent organizational skills.
Ability to follow oral and written instructions and communicate effectively in oral and written form.
Flexibility and ability to adjust to changing situations.
Ability to work in a fast-paced environment.
Proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
Ability to use a personal computer running Windows and Microsoft Office software.
Ability to operate standard office equipment, including copier and fax machine.
Ability to work irregular hours during events, including nights, weekends, and holidays.
Ability to walk, stand, or sit for long periods while working.
Ability to lift up to 50 pounds.
Manual dexterity to regularly handle or feel objects.
Visual acuity for reviewing computer monitors, contractual agreements, and similar materials.

Nice To Haves

Facility management or event management experience preferred.
Experience with AutoCAD or another graphics program preferred.

Responsibilities

Plan, organize, and manage events at the Oklahoma City Convention Center, focusing on trade shows, conventions, large-scale banquets, and special events.
Develop staffing assignment schedules for events.
Assist with training and mentoring Event Coordinators.
Supervise emergency and medical personnel, crowd control, guest services, security, police officers, and other contract employees during events.
Research, review, and recommend equipment, materials, and supplies needed for event services and planning.
Coordinate outside services with food and beverage providers, contractors, decorators, and other vendors.
Coordinate with Marketing and IT regarding media entry into the building before, during, or immediately after events.
Maintain a positive public image and relationships with clients, exhibitors, convention center partners, patrons, and staff.
Make immediate decisions and communicate with facility users during emergencies.
Communicate with clients to obtain technical requirements and other event information.
Inspect buildings and meeting areas for suitability, considering air circulation, lighting, location, room size, and event requirements.
Ensure equipment, physical setup, and personnel meet event needs and contractual requirements.
Collect, compile, and distribute event information to facility departments, including submitting purchase orders for event-related costs.
Reconcile post-event invoices and assist Finance with timely final billing documentation.
Compile and distribute post-event notes covering immediate action items and information for future events.
Coordinate requirements for multiple events taking place simultaneously.
Respond to common inquiries or complaints from customers, regulatory agencies, and members of the business community.
Participate in prompt, decisive crowd-management decisions during crisis situations.
Work an irregular schedule, including nights, weekends, and holidays, as needed to supervise events.
Plan, assign, and direct work and address complaints and resolve problems in accordance with company policies and applicable laws.