Associate Hospital Event Planner Jobs (NOW HIRING)

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As the Events Planner, you will oversee end-to-end operational logistics for all corporate, customer, and internal events, including town halls, leadership offsites, and industry conference presences. You will partner with executive leadership, commercial teams, and the brand team to translate engagement objectives into detailed run-of-show plans and resource allocations. You will coordinate all tactical logistics, including venue sourcing, speaker scheduling, calendar management, vendor contract negotiations, A/V production, catering, travel arrangements, and event registration platform configuration. You will lead on-site event operations, direct vendor teams, resolve real-time operational challenges, and support VIP protocols. You will also manage event financial operations by tracking budgets, processing invoices, allocating costs to appropriate cost centers, and analyzing post-event metrics and return on investment.

Responsibilities/Expectations:

• Executes and manages all end-to-end logistics for internal and external events, including venue sourcing & arrangements, registration, travel coordination, catering, event materials, and onsite execution
• Partners with internal stakeholders and vendors to ensure event details are delivered accurately, on schedule, and aligned with established objectives
• Manages vendor coordination activities, including obtaining quotes, processing invoices, tracking expenses, and maintaining event-related documentation
• Oversees the event logistics budgets and identifying cost variances or potential issues for review by leadership
• Coordinates the development and distribution of event communications and materials, including invitations, agendas, presentation support, speaker logistics, signage, and run-of-show documents
• Collaborates with Communications, Creative, and business partners to ensure materials are accurate, timely, and consistent with brand standards
• Serves as a primary point of contact for attendees, speakers, vendors, and internal stakeholders by responding to inquiries, coordinating event details, and tracking action items
• Supports post-event activities, including feedback collection, invoice reconciliation, documentation of lessons learned, and recommendations to improve future event execution
• Other duties as assigned

Education/ Years of Experience:

• Required: Associate's degree in Communications, Public Relations, Marketing, or Hospitality and two (2) years' experiencein event coordination and logistics support, budget tracking and invoicing, and vendor stakeholder coordination
• Preferred: Associate's degree in Communications, Public Relations, Marketing, or Hospitality and five (5) years' experience in event coordination and logistics support, budget tracking and invoicing, and vendor stakeholder coordination

Other Requirements:

• Demonstrates excellent organizational/interpersonal skills and safety as the utmost priority
• Proficiency in Microsoft Office Applications and PC skills
• Event oversight, coordination and planning experience
• Project Management experience and ability to manage multiple events simultaneously
• Proven ability to collaborate across functions and manage multiple stakeholders
• Excellent written and verbal communication skills
• Ability to examine and coordinate vendor contract requirements
• Experience supporting corporate communications, brand, or executivelevel events
• Ability to multitask and manage priorities, track budgets and invoices, manage event logistics, maintain attention to detail, and meet deadlines in a fast-paced environment
• Demonstrated ability to build effective working relationships with internal stakeholders, vendors, and event participants while providing a high level of customer service and professionalism

Our corporate headquarters is located in downtown Tulsa, Oklahoma, the 2nd largest city in Oklahoma and the 47th most populous in the U.S.

Tulsa is known as the Mother of "The Mother Road" - Route 66, and boasts impressive art deco architecture, the #1 city park in the U.S. (The Gathering Place) and is a great venue for live music. It's an easy place to get in and out of, with more than 20 non-stop flight destinations offered at Tulsa International Airport. Tulsa is listed on CNN Travel's best destinations to visit in 2022!

Tulsa is not only a great place to live, but it's affordable. According to the 2019 Economic Report from Tulsa's Future, the cost of living is 8 percent below the U.S. average. There is no place like T-Town. Check out visittulsa.com to learn more!

We invest in our people in ways that actually show up in your day-to-day, not just on paper. Our Total Rewards are built to support how you work, live, and plan for what's next.

Here's a look at what that means:

• Strong pay plus an annual incentive program
• Hybrid work for most office roles, plus real flexibility in many field positions
• Medical, dental, and vision coverage with options that fit your life, not the other way around
• 401(k) with company match and an annual company contribution
• Paid time off, including company and floating holidays
• Paid parental leave (up to six weeks per parent), plus fertility and adoption support
• Advanced AI tools and resources to help level up and work smarter
• Clear paths to grow your career, with a strong culture of promoting from within
• Tuition reimbursement and support for continuing education
• HSA and FSA options
• Company-paid life insurance and disability coverage
• Employee stock purchase plan
• Domestic partner benefits
• Employee resource groups, wellness support, paid volunteer time, and company matching for causes you care about

Eligibility and benefits are governed by the terms of the applicable plan or program document which can be amended or terminated at any time.

For more information, please visit Total Rewards | Williams Companies.

Williams is committed to creating a diverse and inclusive environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, national origin, age, marital status, disability, veteran status, genetic information or any other basis protected under applicable discrimination law.

Skill Requirements: