The Event Support Specialist works with the seminar planner on course planning and development to coordinate all aspects of the live event life cycle. Responsible for the coordination of all administrative aspects of event planning and execution. Organizes and plans logistical aspects of events, including work with outside vendors and facilities. Plans for and coordinates all tasks needed to ensure a good customer experience at events. Organizes and executes administrative support tasks for content planners, outside contributors, and sponsors. Assists in the creation of budgets and expense tracking.
Job Duties and Responsibilities (indicate detailed information on key accountabilities and the percentage of time spent on each):
40% - Assist in the creation of the annual project plans for live events. Plan and prepare for assigned events. Attend and manage customer and logistical aspects of the event:
Work directly with seminar planner in development of live events. Arrange and attend meetings as assigned. Take and distribute minutes
Participates in development of annual master seminar schedule and project plans for individual seminars for all aspects of the event including setting due dates, creating folders and general project schedules, and incorporating marketing dates. Identify bottlenecks, scheduling conflicts, and other issues with the annual plan and make recommendations for resolution of issues. Track project plans, coordinate the completion of activities, and ensure schedule is met
Coordinate development of sponsor/exhibitor spreadsheets and solicit sponsor/exhibitor participation in live events
After the administrative assistant intermediate schedules the planning meetings, coordinate logistics of planning meetings including gathering background items from previous year (i.e. invitation list, agenda). Keep planner updated on responses. Take minutes, track action items, and ensure follow-up
Prepare customer CLE tracking forms for handing out at live events.
Use an event’s schedule to calculate specialty Continuing Education (CE) credits (eg. SHRM, CTFA). Submit CE credit pre-approval documentation to appropriate organizations prior to the event. Once credits have been approved, share information with administrative assistant intermediate so it can be entered into the database.
Work with facilities to schedule live events and negotiate contracts
Plan, document, track, handle and coordinate follow-up on logistical aspects of all events, in consultation with the seminar planner, including room set-up, AV needs, food orders, and communications with event venue
Seek price estimates (facilities, giveaways, etc.), gain approvals for plans and expenditures. Receive and code facilities bills.
Coordinate and work with business office for vehicle use, and oversee and/or execute the loading and unloading of vehicles.
Coordinate pre-event preparation to ensure that necessary printed items are ready (i.e. registrant name tags, place cards, sign-in sheets). Administrative assistant intermediate will prepare welcome packets for moderators, contributors, and exhibitors (includes their names tags).
Serve as on-site point of contact for facility and coordinate accurate set-up of event details including signage, room set-up, food /beverages, and all other logistics, attendee, and sponsor needs. Identify problems and resolve with facility and onsite staff.
Set-up registration and customer service area for events following established customer experience standards. Greet, register (using online database) and coordinate customer handling to ensure a good customer experience for all attendees. Serve as a point of contact for questions, demonstration and sale of ICLE products (when Business Office is not in attendance).
Prepare and hand out evaluation forms to customers at live events. Deliver completed evaluations to the administrative assistant intermediate for processing and mailing to contributors.
Schedule and lead post-event “lessons learned” meeting
Maintain database of facility locations, key contacts, and directions
Make contributor hotel arrangements for live events and institute planning meetings
30% - Coordinate administrative support for contributor and sponsor communication and tracking:
Coordinate with planner on preparation for conference calls related to live events. Participate in calls to take minutes, gather needed information and note action items
Create, coordinate with planner, handle edits, and execute correspondence in print and electronic formats, including faculty invitations, sponsor invitation packets, confirmations, invoicing, follow-up questions, etc.
Coordinate communications with speakers, exhibitors, and sponsors. Send routine notices and reminders about information needed (e.g. submission deadlines, material guidelines, initial request for biographies, etc.). Coordinate with vendor and order sponsor giveaways. Maintain tracking documents for this information. Make follow-up calls and emails as needed to ensure timeliness of all submission/information. Keep planners up to date on status and issues.
Serve as collection point for speaker, exhibitor and sponsor submissions. Ensure completeness of items received, and coordinate delivery of information to appropriate ICLE internal departments for processing.
Coordinate timely review of printer proof materials and printing details (e.g. quantity, delivery methods, etc.) with Production Manager
Coordinate with administrative assistant intermediate on post-event communications (e.g. thank you, survey) to contributors and sponsors.
Proof assigned event marketing information (including review of event information posted on the website)
15% - Budget, expense tracking, and annual planning assistance:
Provide facility research and support as a part of the annual budget cycle. Request updated pricing information, estimate facility costs, reserve space at selected facilities, document and distribute event dates with other departments. Coordinate with business office and the University when soliciting contracts ensuring ICLE and University policies are followed.
Input facility estimated expenses into budget software and department tracking documents. Proof all numbers/entries for accuracy
Receive and reconcile facility invoices against plans and banquet event orders. Track actual expenses against estimated. Code and submit invoices for payment.
Track expenses in internal department tracking areas. Alert planners to possible deviations from budget. Project year-end expenses. Assist in the preparation of variance explanations.
Coordinate with business office on invoicing and accounting for Sections, contract speakers, and others
Review reimbursement paperwork processed by Marketing and Event Administrative Assistant Intermediate, including accuracy, coding, and appropriate sign off/approvals before submission to business office
10% - Provide General Administrative Support to Event Planners:
Coordinate and oversee planner’s calendar including adding due dates and major milestones for their events. Provide reminders and follow-ups to ensure they meet their deadlines. Initiate portions of assigned tasks to keep projects moving forward. Coordinate planner preparation for events.
Complete correspondence and follow-up tasks as assigned
Code and submit P-card purchase receipts and mileage expenses for self and planners
Make travel arrangements for speakers, ICLE staff, registrars, self, and planners
Assist in the creation of presentations including PowerPoint slides
Other administrative duties as assigned
5% - Other duties as assigned:
Serve on projects and strategic teams where appropriate
Ensure compliance with Affirmative Action and Safety programs
Travel within state to event sites and to contributor offices for planning meetings
Ability to work evenings and weekends
Education and Work Experience:
A Bachelor’s degree or equivalent in Business or a related field
2-3 years’ experience successfully managing event projects from start to completion
2-3 years’ experience acting in a support/administrative role, including tasks such as scheduling calls, arranging meetings, coordinating due dates, etc.
Strong organizational skills with proven ability to multitask and meet deadlines
Strong attention to detail
Excellent problem-solving skills with proven ability to resolve an issue quickly
Excellent written and verbal communication skills, including grammar skills and proven ability to draft correspondence
Excellent computer skills, including proficiency in Microsoft Office
Proven ability to work and collaborate well with others
Proven ability to speak and work courteously with the public especially when under pressure
Experience budgeting including estimating, tracking, and projecting expenses
Familiarity with the concepts of project management and their application desired
Must successfully complete a work sample administered by ICLE
Excellent driving record
Experience creating and updating PowerPoint presentations
Basic proficiency with databases and experience in completing data entry under tight timelines
Internal Number: 177090
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