Description:
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.
Requirements:
Essential Functions
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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.
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Ensures assigned events align with facility policies, safety requirements, brand standards, accessibility expectations, and GGP Parks’ standards for quality, guest experience, and operational excellence.
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Supports program research, planning, and development by identifying event needs, operational considerations, partner requirements, and opportunities to strengthen public programming.
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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.
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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.
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Manages assigned event checklists, timelines, setup information, stakeholder coordination, communications, and on-site execution to ensure events are delivered safely, efficiently, and professionally.
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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.
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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.
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Coordinates event setup, tear-down, day-of operations, production needs, operations team communication, and on-site roles for assigned events and programs.
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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.
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Maintains clear, timely, and professional communication with vendors, performers, presenters, external partners, volunteers, and GGP Parks departments before, during, and after events.
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Develops and maintains effective working relationships with local vendors, performers, service contractors, external partners, and suppliers of event-related services.
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Coordinates volunteer support requests with the Education/Volunteer Manager as needed.
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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.
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Assists with inventory management for program equipment, event supplies, costuming, giveaways, and other event-related materials.
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Provides staff support across GGP Parks facilities and programs as assigned, including Guthrie Green, Gathering Place, LowDown, and Flyloft.
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Monitors time, expenses, and event-related resources in accordance with established procedures.
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Performs emergency custodial, maintenance, or operations support related to event needs as assigned.
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Follows all safety rules, regulations, and required training protocols to minimize risk and support safe event operations.
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Maintains accurate reporting procedures for event reports, incident reports, attendance logs, maintenance work orders, and related documentation.
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Maintains clean, organized, and professional event facilities, offices, storage areas, and workspaces.
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Works varied and extended shifts, including holidays, weekends, nights, and events, based on operational needs.
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Performs other duties as assigned by Special Events Manager, or Senior Leadership.
Qualifications
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Bachelor’s degree
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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
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Provides a high-quality guest experience by supporting GGP Parks’ culture, service expectations, and operational standards.
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Conducts all activities in alignment with the principles and integrity of the George Kaiser Family Foundation.
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Protects and enhances the Gathering Place brand in the best interests of the community, the George Kaiser Family Foundation, donors, guests, and stakeholders.
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Manages multiple projects simultaneously, works effectively with the public, and meets deadlines in a fast-paced event environment.
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Demonstrates strong decision-making, problem-solving, organizational, and prioritization skills.
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Follows and gives instructions effectively, works well with others, and supports a collaborative team environment.
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Maintains professionalism, motivation, attention to detail, and a strong work ethic in all assigned responsibilities.
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Builds positive working relationships with community partners, vendors, performers, presenters, volunteers, guests, and internal departments.
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Delivers high-quality customer service to internal and external audiences and responds appropriately to participant evaluations and feedback.
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Works independently and as part of a team while maintaining efficiency, organization, and accountability.
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Communicates effectively through clear verbal and written communication.
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Demonstrates willingness to learn through formal training, informal coaching, and hands-on experience.
Physical Requirements
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Able to meet the physical demands required to successfully perform the essential functions of an event management role.
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Able to lift and/or move up to 50 pounds.
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Comfortable working outdoors in varying weather conditions.
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Subject to exposure to excessive noise, temperature extremes, humidity, wetness, and dust.
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Available to work varying shifts based on park and event hours, including opening and closing shifts, weekends, holidays, nights, and extended event hours.
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Able to stand and/or walk for more than four hours at a time.
Computer Proficiency
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Must be proficient with Microsoft Suite and be able to adapt well to various other computer programs.
Organizational Relationships
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Formally reports to Special Events Manager.
