Events Manager

Build In Tulsa (BIT) LLC-posted 4 months ago
Full-time • Entry Level
Tulsa, OK
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Build in Tulsa is seeking a creative, detail-oriented person who has experience putting on events that drive impact. Build in Tulsa hosts and facilitates a number of events throughout the year to help welcome entrepreneurs to our network, to help those entrepreneurs build relationships, and showcase their entrepreneurial talent to investors and the broader Tulsa community. The ideal candidate for this position knows the power of events to reach an organization’s goals and can plan and execute several events simultaneously on time and under budget. We value a demonstrated ability to coordinate key stakeholders from team members to vendors and contractors. This is a fast-paced environment that offers the opportunity to create meaningful impact for Tulsa entrepreneurs.

  • Draft event briefs summarizing the goals and objectives of each event, detailing the budget, event timelines, event design, and plan for execution.
  • Secure and manage all vendors for BIT events including venues, catering, A/V, photography/ videography, décor, and additional vendors.
  • Assist with drafting BIT event budgets and track expenses to ensure events are executed within those budgets.
  • Manage event set-up, tear-down, and follow-up processes.
  • Manage BIT merchandise and branded items inventory, including keeping track of what is in stock and what needs to be ordered to meet program and event needs.
  • Maintain an active database of vendors for Build in Tulsa events and cultivate good relationships with vendors.
  • Manage event branding in coordination with our marketing and branding partners.
  • Primary lead for event invite lists and list management, working closely with the BIT programming team and community engagement manager.
  • Draft event pages using Eventbrite or other tools to help promote events and maintain attendee lists.
  • Work closely with the Marketing Manager to ensure events are promoted on BIT website and social media.
  • Draft social media campaigns to help promote events in consultation with the Marketing Manager.
  • Track event development and progress via Asana and keep the Build in Tulsa team abreast of event developments.
  • Coordinate post-event follow-up including, drafting and sending post-event surveys to guests and stakeholders, conducting post-mortem meetings with internal team and other stakeholders to assess event success, and collect all of that feedback in a retrospective document for institutional memory.
  • Track event attendance and engagement with an eye towards process improvement and increasing engagement across all BIT events.
  • Coordinate travel, lodging, and other hospitality for out-of-town guests.
  • Lead hospitality for Build in Tulsa guests and visitors ensuring they have a solid foundation on Build in Tulsa operations and a good experience in Tulsa.
  • Develop and maintain relationships with Build in Tulsa partners and throughout the tech ecosystem.
  • Other duties as assigned.
  • HS Diploma or GED
  • 3+ years of experience in program coordination, account management, alumni support, or related roles.
  • At least 1-2 years of social media management experience
  • Strong administrative and project tracking skills using digital tools (Asana, Airtable, Affinity, Google Suite).
  • Clear communication style and ability to build trust with diverse stakeholders.
  • Passion for entrepreneurship and advancing economic equity.
  • Ability to occasionally work hours outside of 8a-5p for events and ability to manage flex-hours.
  • Excellent communication, relationship management, multitasking, and organizational skills
  • Experienced with Webflow, Gmail, Google Docs, Asana, Slack, Hubspot, Sprout Social, Eventbrite, and AI tools.
  • Bachelor’s degree in marketing, communications, or related field preferred
  • Familiarity with startup ecosystems or accelerator models
  • 100% employer-paid medical, dental, and long-term disability for full-time employees only. Option to add vision and dependents.
  • 401K employee and employer contributions
  • Paid time off to support you while you are out of the office.
  • Paid holidays so our employees can spend time with those they care about.
  • Employer-paid AD&D life insurance, with employee option to add supplemental life insurance.
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