Event Coordinator

Campus OSU-Stillwater Contact Name & Email Natalie Noles, natalie.noles@okstate.edu Work Schedule Monday through Friday, 8 : 00-5 : 00pm with occasional evenings and weekends, Appointment Length Regular Continuous / Until Further Notice Hiring Range $43800 - $54900 Special Instructions to Applicants Please submit resume and cover letter. About this Position Primary Point of Contact : Serve as the main liaison for clients, vendors, and venue staff before, during, and after events. Comprehensive Event Planning : Oversee all aspects of event planning, including : Budgeting and contract negotiation Site selection and venue coordination Transportation and lodging arrangements Food and beverage planning Audio / visual requirements and setup Event décor and on-site logistics Creative Event Development : Design unique event themes and create detailed timelines to ensure seamless execution. Floor Plan & Layout Management : Develop precise floor plans, layouts, and diagrams for efficient setup and breakdown. On-Site Event Execution : Lead event day operations, resolve issues proactively, and ensure smooth execution. Catering & F&B Coordination : Work closely with catering teams to develop menus and oversee food and beverage service. Vendor Selection & Management : Identify, negotiate, and coordinate with external vendors, such as photographers, florists, entertainers, and rental companies. Guest & Speaker Coordination : Arrange travel and accommodations for incoming guests and speakers. Financial Oversight : Manage invoicing and billing for all event-related expenses. Post-Event Analysis : Prepare reports detailing event success, challenges, and areas for improvement. Industry Awareness & Process Improvement : Stay up to date on industry trends and best practices, proactively identifying opportunities to enhance event planning processes. Required Qualifications High School / GED (degree must be conferred on or before agreed upon start date) Three years related work experience coordinating events, preferably corporate events. Post-secondary education may substitute for experience. Proven ability to manage multiple projects simultaneously and meet deadlines. Excellent written and verbal communication skills. Strong organizational skills and attention to detail. Proficient in Microsoft Word, Publisher, Excel, and PowerPoint, with aptitude to learn new software and systems. Flexibility to travel as needed for events. Preferred Qualifications Bachelor's Event Management, Hospitality, Marketing