Event Specialist 631718

Oklahoma State University•Stillwater, OK

20d•$15 - $21•Onsite

About The Position

The Event Specialist is part of Oklahoma State University's Student Union Meeting & Conference Services team. The role serves as a primary point of contact for clients, guiding them from initial inquiry through event execution and connecting them with meeting spaces, services, and resources for meetings, conferences, banquets, receptions, and special events. The position works with students, campus partners, alumni, community members, and other guests in a fast-paced environment, requiring strong communication, attention to detail, and relationship-building skills. The Event Specialist collaborates with University Dining Services and campus stakeholders to plan and deliver events, supports marketing and promotional initiatives, and helps maintain a collaborative, professional, and creative team culture. The position is based at OSU-Stillwater, follows a Monday-through-Friday schedule of 8:00 a.m. to 5:00 p.m. with occasional evenings and weekends, and may require work outside standard hours, including early mornings, evenings, weekends, and holidays. It is considered essential, including during inclement weather, and may require responding to urgent operational issues after normal business hours.

Requirements

High school diploma or GED, conferred on or before the agreed-upon start date.
Two years of work experience; post-secondary education may substitute for required experience.
Computer skills and ability to learn applicable software programs.
Ability to effectively apply personnel management practices.
Exceptional communication and interactive skills.
Flexibility in a fast-paced environment and in response to changing needs and demands.
Ability to work well under pressure.
Organizational skills.
Ability to lift up to 50 pounds.
Ability to bend and stand for extended periods, up to or exceeding eight hours per day.
Flexibility to work outside standard business hours, including early mornings, evenings, weekends, and holidays, as operational needs require.
Expected to work on inclement weather days.

Nice To Haves

Bachelor's degree in hospitality, a food-related discipline, hotel or restaurant administration, culinary arts, or business.
Event planning or services background.
Proven track record in event sales, planning, and execution.
Motivational and training capabilities and experience.
Analytical skills.
Supervisory skills.

Responsibilities

Serve as a welcoming and knowledgeable resource for clients seeking meeting, conference, and catering services in the Student Union.
Meet with customers in person, by phone, and electronically to discuss event needs and recommend spaces, services, and catering options.
Develop event proposals, prepare contracts, coordinate event details, and provide cost estimates.
Partner with University Dining Services and campus stakeholders to support seamless event planning and execution.
Provide customer service while identifying opportunities to grow and retain business.
Assist customers with menu selections, event logistics, pricing, and creative solutions.
Monitor events for quality presentation, service excellence, and customer satisfaction.
Support marketing and promotional initiatives for Student Union Meeting & Conference Services.
Participate in team meetings and contribute to collaboration, innovation, and continuous improvement.
Support event setup and other departmental operations as needed.
Respond to urgent operational issues after normal business hours when required.