Event Specialist

GGP PARKS LLC•Tulsa, OK

About The Position

Under the general supervision of the Event & Experience Manager, the Event Specialist plans, coordinates, implements, and oversees events and programming across GGP Parks facilities. Programs include special events, festivals, concerts, performances, community programming, and partnered events. The role collaborates with internal departments, external partners, performers, vendors, and stakeholders to support successful event execution and a high-quality guest experience. The Event Specialist works with the Event & Experience Manager on internal programming and external event inquiries, oversees assigned events across venues, supports event research and administrative processes, and coordinates planning, logistics, equipment, staffing, setup, and event-day operations. The position also supports permits and registrations, public inquiries, reporting, inventory, safety, and the maintenance of tidy event facilities. Work may take place across Guthrie Green, Fly Loft, LowDown, and Gathering Place.

Requirements

One to two years of experience, or an equivalent combination of education and experience, in parks and recreation, event management, or a related field of study.
Conduct activities in alignment with the principles and integrity of the George Kaiser Family Foundation.
Protect and enhance the GGP Parks, LLC brand in the interests of the community, the George Kaiser Family Foundation, donors, and stakeholders.
Work with the public, handle multiple projects simultaneously, and meet deadlines.
Demonstrate decision-making, problem-solving, and organizational skills.
Be able to follow and give instructions and work well with others.
Be highly motivated and able to set priorities.
Interact professionally with community partners and maintain positive interdepartmental relationships.
Deliver high-quality customer service to internal and external audiences and respond to participant evaluations and feedback as necessary.
Work independently and as part of a team; multitask efficiently, establish priorities, and proceed with objectives.
Demonstrate a strong work ethic, attention to detail, initiative, and pride in work.
Establish and maintain positive working relationships.
Maintain a professional appearance and demeanor appropriate for public event environments.
Have effective verbal and written communication skills.
Be highly organized and able to maintain office organization.
Be willing to learn in formal and informal settings.
Be able to lift and/or move up to 50 pounds.
Be comfortable working outdoors in all elements and being exposed to excessive noise, temperature extremes, humidity or wetness, and dust.
Be available to work varying shifts or hours based on park hours, including opening and closing shifts, weekends, and holidays.
Be able to stand and/or walk for more than four hours at a time.
Be proficient with Microsoft Suite and able to adapt to other computer programs.

Responsibilities

Plan and implement internal programming with the Event & Experience Manager, including activations, fitness programs, artist-supported programming, movie nights, vendor markets, food truck events, camps, workshops, festivals, and other community programming.
Oversee assigned events and programs across venues, ensuring compliance with facility policies and procedures and standards for quality and guest experience.
Assist with event and programming research for program development initiatives.
Support review of event leads and manage correspondence through TripleSeat, maintaining accurate and current event details.
Represent the venue and coordinate with external clients inquiring about partnered or presented events at Guthrie Green or LowDown; support pre-event planning and event-day oversight.
Advise external partners, performers, and vendors on setup options, logistics, equipment needs, and requirements.
Learn and understand GGP Parks layouts and conduct walkthroughs with departments and external partners to review needs, explain services, and determine best use.
Assist with developing and processing contracts and invoices for presenters, program participants, external partners, and vendors.
Coordinate with Production, Talent Booking, Operations, and Marketing teams; organize setup and onsite roles and participate in setup, teardown, and event-day management as assigned.
Manage event checklists and timelines, deploy event equipment, coordinate with stakeholders, and ensure successful execution of assigned events.
Collaborate with onsite food and beverage operators to support programming and coordinate event needs.
Coordinate and direct contract labor, volunteers, event support staff, and third-party vendors for infrastructure setup and teardown.
Provide clerical support, assist with permitting and program registration, answer telephones, maintain interdepartmental correspondence, and respond to public inquiries about park programs.
Conduct pre- and post-event inspections of event areas and ensure they are clean and safe for partners and park guests.
Develop and maintain relationships with local vendors, performers, service contractors, and other event-service suppliers.
Work across departments to plan for traffic flow and crowd control and take steps to support the safety of clients and patrons.
Assist with managing inventory of program equipment, costuming, and event-related giveaways.
Maintain event reports, incident reports, attendance logs, and maintenance work orders.
Provide staff support across GGP Parks facilities and programs as assigned, including Guthrie Green, Fly Loft, LowDown, and Gathering Place.
Monitor time and expenses according to established procedures.
Perform emergency custodial, maintenance, or operations work involving event-related elements as needed.
Follow safety rules and regulations and attend required trainings.
Keep event facilities, offices, and storage areas tidy and organized.
Work varied and long shifts, including nights, weekends, holidays, and event hours.