Background:

Tulsa Innovation Labs LLC (TIL) is a tech-led economic development organization headquartered in Tulsa, OK pioneered by the George Kaiser Family Foundation. The organization is responsible for catalyzing Tulsa’s leadership in advanced industries such as energy tech, advanced air mobility, virtual health, and cyber. We believe that by building a world-class tech hub in America’s heartland, we unlock opportunity for all.

The organization was founded in January 2020 and has already experienced significant momentum including its $38.2M Build Back Better Regional Challenge win and EDA Tech Hubs Designation. Now, TIL is emerging from startup-phase and has established itself as a system hub and community leader, requiring additional emphasis on scaling-up operations and organizational capacity.

Position Summary:  

The Associate for Events & Programming serves a critical role in planning, coordinating and executing TIL events, conferences, sponsorships, and engagement in other related activities including stakeholder dinners, panel/roundtable discussions, industry summits, etc. The Events team coordinates with Marketing to ensure proper alignment of TIL communication content & materials to match the needs of audience and event outcomes. To be successful in this role, you must have excellent communication, organizational and project management skills. You must also have the ability to actively listen, engage and connect with a diverse group of people, fostering meaningful relationships with our partners. Our team must be nimble and adaptable to the growing and changing needs of our organization and stakeholder groups, creating solutions and improving processes to achieve TIL goals. 

Responsibilities / Essential Job Function:

The following functions represent the majority of the duties performed by the position. The description is not meant to be all-inclusive or prevent other duties from being assigned when necessary: 

• Event Planning & Execution:
• Participates in creating and documenting comprehensive project plans for internal and external events, sponsorships, conferences, etc by collaborating with the Events & Programming Manager, TIL leaders, and other stakeholders & vendors as needed.
• Responsible for event logistics and coordination with vendors and participants including venue selection processes, event registration, booth requirements, onsite staffing, catering orders, vendor management, marketing material & giveaways inventory, setup and breakdown, as directed by Manager.
• Build relationships and effectively coordinate with approved vendors and other resources, including event planners, venues, caterers, service providers, etc. 
• Coordinate staff support and other resources for onsite event management, communicating expectations, managing schedules and facilitating execution. 
• Assist with pre and onsite registration and attendee RSVPs, keeping detailed attendance records. 
• Responsible for the planning and creation of name tags, place cards, seating charts, or other needed supplies for the internal team and/or participants. 
• Responsible for set up and tear down of all events, conferences, engagements, etc.
• Conduct and evaluate participant surveys to ensure high satisfaction and make recommendations for continued improvement. 
• Maintain a current list of preferred vendors, contacts and other information associated with event planning. 
• Maintain timely, accurate and up-to-date notes on events through Asana and other technology platforms to ensure full team visibility and transparent communications.
• Accountable for cost management/cost trackers (actual costs versus budget), invoice management and processing, all within defined processes and systems.
• Provide fresh ideas for events, engagement, and delivery to continuously improve upon TIL engagements at all levels.
• Additional Support: 
• Participates in events, capturing photos and other information and event content for to be shared with the team on designated platforms.
• Collaborates and participates in development of material for events, ensuring alignment to event participants/audience and relevant outcomes/impact.
• Serves as additional support to TIL Operations team as needed to ensure timely execution of all operations to support full team.
• Other duties as assigned by Manager. 

QUALIFICATIONS

Education & Experience: 

• High School diploma or equivalent required. Associates or Bachelor’s degree in related field is preferred.   
• One to two years of experience in project management, event management, community engagement, conference planning, event planning, or similar role is preferred. 
• Familiarity with AP Style, Slack, Salesforce, Canva, Asana, SplashThat, Microsoft Office Suite, and social media platforms preferred.

Competencies, Skills & Abilities:

To be successful in this role, you must have excellent communication, organizational and project management skills. You must also have the ability to actively listen, engage and connect with a diverse group of people, fostering meaningful relationships with our partners. Our team must be nimble and adaptable to the growing and changing needs of our organization and stakeholder groups, creating solutions and improving processes to achieve TIL goals. 

• Integrity – honesty and directness in all things, especially with respect to the true status of initiatives and when in need of help and support from teammates and stakeholders.
• Intentionality – the desire to act now, and not later, on tasks and initiatives. Exhibit a hunger for success and results.
• Interest – an attitude of constant learning, curiosity, and humility with respect to what has yet to be understood.
• Interconnectedness – respect and appreciation for teammates and stakeholders: their backgrounds, skills, history, challenges, fears, and expectations that influence how approach shared tasks and relationships.
• Cultural competency and commitment to diversity, equity, and inclusion, integrating these values into all practices and interactions.
• Strong interpersonal skills with ability to effectively communicate with diverse audiences and formats, engaging all with positive intent and respect in alignment with TIL values and goals.
• Strong organizational and project management skills, with demonstrated success organizing resources and facilitating timely execution of multiple workstreams and action plans to achieve expected results.
• Understands the intended outcomes and parameters, takes initiative, and employs creativity and resourcefulness to achieve goals.
• High energy influencer and collaborator, with ability to proactively engage and thrive in a fast-paced, dynamic business environment.
• Stable and level-headed demeanor in managing changing situations, solutions-oriented approach to overcoming barriers and managing unexpected challenges.
• Ability to accurately gather and analyze date, utilizing appropriate metrics to measure success and performance of the initiatives, campaigns, and programming.
• Conducts all activities with integrity in alignment with the principles of the George Kaiser Family Foundation.

Physical Requirements:

• Communicate: Frequent phone, in-person, and messaging communication via various platforms. Must be able to exchange information effectively and accurately in all elements of verbal and written communication. 
• Operate: Constant operation of computer, phones, and other office productivity tools.
• Willingness and ability to travel between program and related stakeholder locations, and service provider/vendor offices as required.

Hourly Rate

• Starting Hourly Rate anticipated to be between $21.63 - $26.44 per hour,

Hours & Location:

• Position is based in Tulsa within TIL headquarters located at 3 North Cheyenne Ave.
• Typical work hours are Monday – Friday from 8:00 to 5:00, with flexibility required for various events, meetings, and relevant business needs.