Event Specialist in TULSA, Oklahoma at Tulsa Community Foundation

Under general supervision from the Special Events Manager, the Event Specialist supports the planning, coordination, and execution of high-quality park events and programs that advance GGP Parks’ operational standards, guest experience, community programming, and brand reputation. This role coordinates event logistics, cross-functional communication, vendor and partner support, on-site execution, and post-event follow-up for assigned special events, festivals, concerts, performances, rentals, and other programs.

Essential Functions

• Plans, coordinates, and supports assigned events and programs across GGP Parks venues, including special events, festivals, concerts, performances, markets, fitness programming, rentals, and community programs for diverse audiences.
• Ensures assigned events align with facility policies, safety requirements, brand standards, accessibility expectations, and GGP Parks’ standards for quality, guest experience, and operational excellence.
• Supports program research, planning, and development by identifying event needs, operational considerations, partner requirements, and opportunities to strengthen public programming.
• Maintains strong knowledge of GGP Parks facilities, event footprints, layouts, equipment, and operational capabilities; leads walk-throughs with departments, external partners, vendors, performers, and presenters as needed.
• Advises external partners, performers, presenters, vendors, and internal teams on setup options, equipment needs, timelines, site limitations, and operational requirements to support successful event outcomes.
• Manages assigned event checklists, timelines, setup information, stakeholder coordination, communications, and on-site execution to ensure events are delivered safely, efficiently, and professionally.
• Provides administrative and clerical support, including program registration, phone and email correspondence, public inquiries, event documentation, contract and invoice processing support, and event management software updates as applicable.
• Coordinates the work of volunteers, contract staff, event support staff, service providers, and third-party vendors involved in event setup, operations, tear-down, and related support.
• Coordinates event setup, tear-down, day-of operations, production needs, operations team communication, and on-site roles for assigned events and programs.
• Conducts pre-event and post-event inspections of event areas to ensure spaces are clean, safe, prepared, and restored for external partners, guests, and park operations.
• Maintains clear, timely, and professional communication with vendors, performers, presenters, external partners, volunteers, and GGP Parks departments before, during, and after events.
• Develops and maintains effective working relationships with local vendors, performers, service contractors, external partners, and suppliers of event-related services.
• Coordinates volunteer support requests with the Education/Volunteer Manager as needed.
• Works across departments to anticipate traffic flow, crowd control, safety, and guest experience needs; takes appropriate steps to protect facility clients, guests, staff, and partners.
• Assists with inventory management for program equipment, event supplies, costuming, giveaways, and other event-related materials.
• Provides staff support across GGP Parks facilities and programs as assigned, including Guthrie Green, Gathering Place, LowDown, and Flyloft.
• Monitors time, expenses, and event-related resources in accordance with established procedures.
• Performs emergency custodial, maintenance, or operations support related to event needs as assigned.
• Follows all safety rules, regulations, and required training protocols to minimize risk and support safe event operations.
• Maintains accurate reporting procedures for event reports, incident reports, attendance logs, maintenance work orders, and related documentation.
• Maintains clean, organized, and professional event facilities, offices, storage areas, and workspaces.
• Works varied and extended shifts, including holidays, weekends, nights, and events, based on operational needs.
• Performs other duties as assigned by Special Events Manager, or Senior Leadership.

Qualifications

• Bachelor’s degree
• 1 to 2 years’ experience or equivalent combination of education and experience in parks and recreation, event management, or related field of study.

Skills & Experience

• Provides a high-quality guest experience by supporting GGP Parks’ culture, service expectations, and operational standards.
• Conducts all activities in alignment with the principles and integrity of the George Kaiser Family Foundation.
• Protects and enhances the Gathering Place brand in the best interests of the community, the George Kaiser Family Foundation, donors, guests, and stakeholders.
• Manages multiple projects simultaneously, works effectively with the public, and meets deadlines in a fast-paced event environment.
• Demonstrates strong decision-making, problem-solving, organizational, and prioritization skills.
• Follows and gives instructions effectively, works well with others, and supports a collaborative team environment.
• Maintains professionalism, motivation, attention to detail, and a strong work ethic in all assigned responsibilities.
• Builds positive working relationships with community partners, vendors, performers, presenters, volunteers, guests, and internal departments.
• Delivers high-quality customer service to internal and external audiences and responds appropriately to participant evaluations and feedback.
• Works independently and as part of a team while maintaining efficiency, organization, and accountability.
• Communicates effectively through clear verbal and written communication.
• Demonstrates willingness to learn through formal training, informal coaching, and hands-on experience.

Physical Requirements

• Able to meet the physical demands required to successfully perform the essential functions of an event management role.
• Able to lift and/or move up to 50 pounds.
• Comfortable working outdoors in varying weather conditions.
• Subject to exposure to excessive noise, temperature extremes, humidity, wetness, and dust.
• Available to work varying shifts based on park and event hours, including opening and closing shifts, weekends, holidays, nights, and extended event hours.
• Able to stand and/or walk for more than four hours at a time.

Computer Proficiency

• Must be proficient with Microsoft Suite and be able to adapt well to various other computer programs.

Organizational Relationships

• Formally reports to Special Events Manager.