Associate Director of Conferences & Meetings

Work Location: Remote with occasional in-office workdays

Candidate selected to fill this position must live within the state of Georgia.

Please submit resume via  

General Definition of Work

The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.

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

• 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

• 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.

Planning

• Works with appropriate manager/s to understand meeting/event objectives and needs.

Event Management - Preplanning

• Builds event registrations within system; administers event cancellations and refunds
• 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.
• Coordinates conference planning team, including ACCG staff identified to help with event.
• Leads program/agenda development with managers and/or subject matter experts.
• Works with Communications on marketing/outreach 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 key stakeholders
• 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:

• 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.

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 .

• 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.