Listing Summary

Please submit resume via https://accg.isolvedhire.com/ 

Work Location: Remote with occasional in-office workdays

Candidate selected to fill this position must live within the state of Georgia. The employee’s telecommuting work site location will contain a designated and approved workspace at the employee’s home address.

General Definition of Work

Manages major conferences and other meetings on behalf of the Association, including the coordination of contracts, budgets, event planning and execution and other aspects.  Serves as the primary liaison to the Leadership Development Director for all conferences and meetings. Leads or participates on various planning and program teams and performs related work as apparent or assigned. Understands the structure and function of the Lifelong Learning Academy and provides on-site and online training program support as needed. Work is performed under the direction of the Director of Conferences & Meetings.

Position Responsibilities

Organization Cultural Alignment

• Supports the Association's Four Pillars of civic engagement, leadership development, legislative advocacy, and membership services.
• Exercises knowledge and general understanding of the programs and services offered by the Association and provides outstanding customer support that reflects well on the entire Association; provides and exhibits outstanding customer service, teamwork, and organizational commitment;

• Supports the overall organization by performing work on various special projects and assignments and executing the directives as set forth by the Association;
• Manages meeting and travel schedule to maintain efficiency and moderate expenditures;

Meeting & Event Management

• Serves in a leadership capacity on the planning committee for the Capitol Connection Conference/Legislative Breakfast, the Legislative Leadership Conference and District/Regional Meetings (6).
• Provides logistical support for in-person meetings for Insurance Programs, Retirement Services, the Civic Affairs Foundation and other meetings as assigned.
• Serves as the primary contact with Governmental Affairs for all conferences and meetings.

Budget/Finance

• Works with Director of Conferences & Meetings to develop budgets for assigned conferences and meetings.
• Monitors, reviews and reconciles expenditures and submits invoices for payment; tracks contracts with attrition rates and/or food and beverage minimums to ensure they are met.
• Processes payments for registration and follows up on outstanding invoices within Engagifii.

• Submits p-card authorizations for Am/Ex charges.

Planning

• Works with appropriate manager/s to understand meeting/event objectives and needs.
• Identifies potential conference and meeting locations, facilities and hotels; in conjunction with the Director of Conferences & Meetings, negotiates, manages and maintains contracts for meeting facilities, speakers, entertainment, catering and other supplies; engages with the Legal Department as needed to achieve contract approval.

Event Management - Preplanning

• Builds event registrations within Engagifii
• Incorporates LLA offerings (if necessary for event)
• Creates registration “clerk cheat sheets” and attendee questionnaire for conference registrations.
• Answers questions from clerks, including training record consultations, refunds/cancellations, requests for receipts, errors and class changes, etc.
• Administers event cancellations and refunds within Engagifii
• Coordinates conference planning team (if necessary for event)
• Leads program/agenda development with managers and/or subject matter experts.
• Works with Communications on marketing/outreach
• Coordinates ACCG staff identified to help with event.
• Compiles and distributes final resource materials as needed prior to the event, including printing if needed

Event Management – On-Site

• Serves as the primary point of contact for on-site logistics, troubleshooting and implementing contingency plans for assigned events; assists on-site for other events as needed.
• Sets up and manages registration and oversees on-site registration.
• Coordinates with speakers and other VIPS
• Manages the administration and execution of room set up and audiovisual/technical needs.
• Oversees meal functions, including working with preferred caterers, vendors and in-house meal services; ensures any food and beverage minimums and/or room ratios are met.
• Coordinates special events (including transportation) as needed.

Administration:

• Participates in department goal setting, business process development and planning.
• Operates proficiently using the Engagifii database.
• Cross trains with peer to assist with Leadership Development responsibilities as needed, including understanding of LLA course requirements.
• Completes post-event tasks, such as debriefings, memberships surveys and a reporting of meeting results.
• Documents standard procedures for meetings and activities that reoccur on an annually.
• Coordinates other meetings as assigned

 

Education and Experience

• Bachelor's degree with coursework in project management, office administration, or related field and
• Advanced (over 5 years) experience of an increasingly responsible nature in meeting planning, related administration, and project management, or equivalent combination of education and experience.

Knowledge, Skills and Abilities

• Comprehensive knowledge of the principles and practices of meeting and office administration;
• Skill in the use of standard office software equipment and applications, specifically Microsoft Office products, including Outlook, Word and Excel;
• Ability to communicate complex ideas effectively in both oral and written formats;
• Ability to write clear and concise reports, memoranda, directives and letters; ability to analyze complex problems and develop comprehensive plans from general instructions;

• Ability to meet with the public and to discuss problems and incorporate reasonable responses and a course of action necessary to address issues at the local government level;
• Ability to establish and maintain effective working relationships with associates, elected and appointed officials, member jurisdiction staff, state elected and appointed officials and employees and the general public.

Physical Requirements

• This work requires the occasional exertion of up to 25 pounds of force;
• Work regularly requires sitting and speaking or hearing, frequently requires using hands to finger, handle or feel, reaching with hands and arms and repetitive motions and occasionally requires standing and walking;
• Work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels;
• Work requires preparing and analyzing written or computer data, operating motor vehicles or equipment and observing general surroundings and activities;
• Working conditions with absence of disagreeable conditions and little or no accident or health hazards; some mental effort and stress involved resulting in inconvenience and frustration.

 

Special Requirements

Employee is required to have and maintain a high-speed, broadband internet connection at their work site that is sufficient to enable fast, consistent service to the membership. A minimum download speed of 25 Mbps is required.  To ensure a consistent speed at this level, a 40MB internet connection is recommended. You may check your download speed at www.speedtest.net.

• Maintain valid driver's license in the State of Georgia.
• Obtain and maintain Certified Meeting Planner professional designation within 36 months of appointment to position.