Current Openings

ARTS & HUMANITIES COUNCIL OF TULSA
JOB DESCRIPTION

Job Title: Events Coordinator
Reports To: Finance & Operations Director and Hardesty Arts Center Director Employment Status: Full time
FLSA Status: Exempt

Summary: The Events Coordinator oversees all agency events including fundraising and Hardesty Arts Center program events. The Coordinator manages overall execution and budgets, securing outside consultants and vendors to meet stated goals. This position insures seamless communication between consultants, staff, volunteers, and vendors. The Coordinator is responsible for every detail, but typically delegates many of the duties.

The following Duties and Responsibilities report to the Finance & Operations Director:

Work with leadership staff and consultants to plan and manage excellent agency fundraising events

Event Planning and Production

• Plan, design and implement event production, de?cor and space layout for each fundraising event
• Food & beverages
• Speakers and/or entertainment
• Audio-visual components
• All collaterals (signage, name tags, gifts, registration, seating charts, etc)
• Recruit volunteers to support planning and production
• Manage special committees for events
• Develop goals and objectives for committees
• Facilitate and lead meetings
• Lead committees towards successfully completing established goals and objectives
• Recruit staff to support day of event activities
• Attend events and assist with implementation
• Manage set-up, production, security and clean-up

Event Administration

• Work with development staff and volunteer fundraisers to assure financial success and donor appreciation
• Assist with preparing budgets and provide periodic progress reports to leadership team
• Track event finances and process check requests and invoicing
• Prepare and negotiate contracts with consultants and vendors
• Work with communications team to provide publicity and marketing
• Schedule events, confirm space, and coordinate meetings and appointments
• Perform post-event follow up and action steps
• Conduct ongoing evaluation of current events and investigate new ideas for future events

The following Duties and Responsibilities report to the Hardesty Arts Center Director:

Work with leadership staff and/or consultants to plan and manage excellent Hardesty Grand Opening Events following the protocol described under Event Planning and Production, and Event Administration outlined above.
Work with program staff to coordinate excellent events associated with Hardesty Arts Center programs. Support program staff to facilitate logistics for all special activities associated with Artists in Residence, Galleries, Rooftop Artists, Youth and Adult Workshops and Classes, Kids Lab, Social Events, and Program Culminating Events including:

• Schedule space and time at Hardesty Arts Center for all audience participatory programs including gallery openings, lectures, gallery talks, and associated social programming
• Make travel and housing arrangements for Artists in Residence and visiting curators
• Food & beverages
• Audio-visual components
• All collaterals (signage, name tags, gifts, registration, seating charts, etc)
• Recruit volunteers to support planning and production
• Work with communications team to provide publicity and marketing
• Attend events and assist with implementation
• Manage set-up, production, security and clean-up
• Conduct post-event follow up and action steps
• Schedule staff support for hours open to the public

Other duties may be assigned.

Measures for Success
1) Consistently develops creative solutions
2) Fosters strong working relationships with internal teams, volunteers,
donors, vendors, and diverse audiences
3) Assures event attendees and volunteers leave with a positive
experience
4) Ensures that no event detail is overlooked or mismanaged
5) Develops and implements unique special event strategies
6) Consistently performs tasks within budgetary constraints
7) Exhibits fantastic customer service and high expectations for
quality
8) Creates a systematic effort to increase agency reputation and
promote mission through excellent event production

Competencies
To perform the job successfully, an individual should demonstrate the following competencies:
Education and Experience
Bachelor's degree or certificate in event or hospitality management preferred. Five years’ demonstrated successful experience in event management required.
Skills and Abilities
To perform this job successfully, an individual should have excellent verbal and written communication skills, superb organizational and time management skills, multi-tasking abilities, team playing skills, and budget management and negotiation skills. Candidate must have flexibility to attend evening and weekend meetings and events. Strong knowledge of Events Management Software and latest version of Microsoft Office.

Send cover letter, curriculum vitae, three references and contact information to:

jnorvell@ahct.org
Subject: Events Coordinator

No phone calls

Posted January 1, 2012
Starting Date May 15, 2012