A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

The Event Support Specialist (ESS) is an important part of a dynamic 4-person events team delivering legal education conferences to lawyers across Michigan. You will ensure high satisfaction and event success for attendees, speakers, sponsors, and the Institute. Specifically, you will coordinate logistics at designated facilities (room layout, food, audiovisual equipment, registration, and materials), keep expenses within established budgets, provide administrative support, and serve as liaison to other departments working on events (marketing, tech, sales).

The Institute of Continuing Legal Education is a 45-person unit at the University of Michigan providing books, conferences, and online tools to practicing Michigan lawyers across the state.

40% - You will ensure logistical aspects of assigned events are planned and completed flawlessly.

• Plan logistics for assigned events including venue layout, food selection, AV equipment, sponsor needs, onsite registration, hotel reservations, event materials, and banquet event orders. Coordinate with other ICLE departments and facility staff.
• Keep projects on track by creating project plans, tracking progress, and resolving problems.
• Print, collate, pack, transport, and set up items for registration, includes some evenings and weekends.
• Oversee onsite logistics ensuring everything runs smoothly. Anticipate problems, resolve issues, and provide direction to facility and ICLE registration staff.

30% - You will ensure speakers and sponsors have a great experience throughout seminar cycle.

• Manage logistics for content planning meetings. Includes scheduling conference calls, arranging supplies and food, preparing meeting materials, taking minutes.
• Send routine correspondence pre- and post event to speakers and sponsors. Be the contact for questions. Follow-up and remind of due dates. Ensure dates are met and speakers are satisfied.
• Collect speaker and sponsor submissions. Ensure completeness of items. Route for processing.
• Maintain tracking documents and report on status and issues.
• Make travel and hotel arrangements. Communicate details.
• Review speaker reimbursement forms for accuracy and adherence to policy. Code and route per established process.

15% - You will contribute to the annual event schedule and budget and ensure targets are met.

• Research facility costs annually.
• Work within University and ICLE policies to get routine contracts in place.
• Create individual seminar budget tracking documents, enter actuals, raise issues, and keep projects on budget.
• Reconcile facility invoices against plans and banquet event orders. Code and submit invoices for payment.

10% - You will help the team with administrative support.

• Manage team member calendars. Schedule meetings and add due dates.
• Meet with team members, review upcoming due dates, and direct efforts to ensure deadlines are met.
• Code and submit credit card purchases for the department.
• Make travel arrangements for team.
• Help create presentations in PowerPoint.
• Other administrative tasks as assigned.

5% - You will perform other tasks as assigned.

• Serve on ICLE projects and strategic teams.
• Ensure compliance with Affirmative Action and Safety programs.

•             A Bachelor's degree or equivalent

•             2 years' experience providing administrative support for event projects, including tasks such as scheduling calls, arranging meetings, and coordinating due dates

•             Technical proficiency, including Microsoft Office

•             Experience working and collaborating well with others

•             Experience with tracking and projecting expenses

•             Familiarity with the concepts of project management and their application

•             Must successfully complete a work sample administered by ICLE

•             Excellent driving record

•             Able to travel within Michigan on evenings and weekend

Job openings are posted for a minimum of seven calendar days.  The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

The University of Michigan is an equal opportunity/affirmative action employer.

U-M COVID-19 Vaccination Policy

COVID-19 vaccinations, including boosters when eligible, are required for all University of Michigan students, faculty and staff across all campuses, including Michigan Medicine.  This includes those working remotely.   More information on this new policy is available on the Campus Blueprint website or the UM-Dearborn and UM-Flint websites.