Event Specialist

CAMPUS

OSU-Stillwater

CONTACT NAME & EMAIL

Shaun Noll, shaun.noll@okstate.edu

WORK SCHEDULE

Monday through Friday, 8:00am-5:00pm with occasional evenings and weekends.

APPOINTMENT LENGTH

Regular Continuous/Until Further Notice

HIRING RANGE

$15.45 - $21.00 Hourly

ABOUT THIS POSITION

Student Union Meeting & Conference Services

Do you enjoy creating exceptional experiences, building relationships, and helping events come to life? The Student Union Meeting & Conference Services team is looking for an energetic, customer-focused Event Specialist to join a collaborative group dedicated to serving the Oklahoma State University community and its guests.

As a member of our team, you will play a key role in connecting clients with the spaces, services, and resources needed to create successful meetings, conferences, banquets, receptions, and special events in the Student Union. You will work alongside a team of professionals who are passionate about hospitality, customer service, and providing memorable experiences for students, campus partners, alumni, and community members.

The Event Specialist serves as a primary point of contact for clients, guiding them through the planning process from initial inquiry to event execution. This position requires strong communication skills, attention to detail, and the ability to build lasting relationships while managing multiple projects in a fast-paced environment.

WHAT YOU'LL DO

• Serve as a welcoming and knowledgeable resource for clients seeking meeting, conference, and catering services within the Student Union.
• Meet with customers in person, by phone, and electronically to discuss event needs and recommend appropriate spaces, services, and catering options.
• Develop event proposals, prepare contracts, coordinate event details, and provide cost estimates.
• Partner with University Dining Services and campus stakeholders to ensure seamless event planning and execution.
• Provide exceptional customer service while identifying opportunities to grow and retain business.
• Assist customers with menu selections, event logistics, pricing, and creative solutions to enhance their event experience.
• Monitor events to ensure quality presentation, service excellence, and customer satisfaction.
• Support marketing and promotional initiatives that showcase Student Union Meeting & Conference Services.
• Participate in team meetings and contribute to a culture of collaboration, innovation, and continuous improvement.

WHAT MAKES OUR TEAM SPECIAL

Student Union Meeting & Conference Services serves as the hub for many of the university's most significant events. From student programs and academic conferences to banquets, receptions, and community gatherings, our team helps bring people together and create meaningful experiences. We take pride in delivering outstanding service, building strong relationships, and fostering a workplace culture where teamwork, professionalism, and creativity thrive.

ADDITIONAL INFORMATION

This position requires occasional physical activity, including event setup support and the ability to lift up to 50 pounds. Evening or weekend work may be required based on event schedules. Other duties may be assigned as needed to support departmental operations.

REQUIRED QUALIFICATIONS

• High School/GED (degree must be conferred on or before agreed upon start date)
• Two years of work experience

Post-secondary education may substitute for years of required experience.

Skills, Proficiencies, and/or Knowledge:

• Computer skills with the ability to learn applicable software programs
• Ability to effectively apply personnel management practices
• Exceptional communication and interactive skills
• Flexibility to fast-paced environment, needs demands and changes.
• Must work well under pressure.
• Organizational skills.

PREFERRED QUALIFICATIONS

• Bachelor's in Hospitality or food related discipline/ Hotel/Rest Admin or Culinary arts or Business Event Planning/Services
• Proven track record of events sales, planning and execution
• Motivational and training capabilities and experience
• Analytical skills

WORKING CONDITIONS

The position requires flexibility to work outside standard business hours, including early mornings, evenings, weekends, and holidays, to support special events, emergency situations, or peak operational periods.

This position may be required to respond to urgent operational issues after normal business hours to ensure continuous service and safety standards are maintained.

The position may occasionally require participation in outdoor activities or events.

This position is considered essential and is expected to work on inclement weather days.

Ability to lift up to 50 lbs., with the ability to bend and stand for extended periods (up to or exceeding eight hours per day) are required.