Associate Director of Conferences & Meetings:

*Position Overview** We are looking for a dedicated and enthusiastic individual to manage major conferences and meetings. This role involves coordinating contracts, budgets, event planning, and execution. You'll serve as the primary liaison to the Leadership Development Director for all conferences and meetings. You will also support the Lifelong Learning Academy with training programs, both online and in-person. This position reports to the Director of Conferences & Meetings. **Key Responsibilities** **Cultural Alignment and Organizational Support**- **Support Core Values:** Align your work with our core values of civic engagement, leadership development, legislative advocacy, and membership services.
- **Exemplary Customer Service:** Utilize your understanding of our programs and services to provide outstanding support and reflect positively on the entire organization.
- **Team Player:** Engage in special projects and assignments, supporting organizational directives.
- **Efficient Scheduling:** Manage meetings and travel to ensure efficiency and cost-effectiveness. *Meeting & Event Management**- **Leadership Role:** Take a leading role in organizing key events such as the Capitol Connection Conference and District/Regional Meetings.
- **Logistical Support:** Provide support for in-person meetings related to various programs and services.
- **Primary Contact:** Act as the main point of contact for governmental affairs concerning conferences and meetings. **Budget and Finance**- **Budget Development:** Work with the Director of Conferences & Meetings to create budgets for events.
- **Expense Management:** Monitor and reconcile expenditures, ensuring compliance with contracts and budget requirements.
- **Financial Processes:** Handle payments and follow up on outstanding invoices using our internal system. **Planning and Coordination**- **Understand Objectives:** Collaborate with managers to understand the objectives and needs for each event.
- **Location Management:** Identify potential venues and negotiate contracts for meeting facilities, speakers, entertainment, and catering.
- **Contract Approval:** Work with the legal team to secure contract approvals. **Pre-Event Management**- **Event Setup:** Build event registrations and incorporate necessary training programs.
- **Attendee Support:** Create and distribute registration information and respond to inquiries about training records, refunds, and cancellations.
- **Team Coordination:** Lead planning teams and work with communications for marketing and outreach.
- **Resource Preparation:** Compile and distribute materials needed for events. **On-Site Event Management**- **Logistics Coordination:** Serve as the main point of contact for logistics, troubleshooting, and contingency planning.
- **Registration Oversight:** Manage on-site registration and coordinate with speakers and VIPs.
- **Venue Management:** Oversee room setup, audiovisual needs, and meal functions, ensuring all requirements are met.
- **Special Events Coordination:** Arrange transportation and other needs for special events. **Administrative Duties**- **Goal Setting:** Participate in department goal setting and process improvement.
- **System Proficiency:** Use our internal database proficiently.
- **Cross-Training:** Assist with leadership development responsibilities and understand course requirements.
- **Post-Event Tasks:** Conduct debriefings, surveys, and report on meeting outcomes.
- **Documentation:** Maintain standard procedures for recurring meetings and activities. **Qualifications and Experience**- **Education:** Bachelor's degree in project management, office administration, or a related field.
- **Experience:** At least 5 years of progressive experience in meeting planning, administration, and project management, or an equivalent combination of education and experience.
- **Skills:** Proficiency with Microsoft Office, excellent communication skills, and the ability to analyze and solve complex problems. **Technical Requirements**- **Internet Connection:** A high-speed, broadband connection with a minimum download speed of 25 Mbps (40 Mbps recommended) is required to perform your duties effectively. **Physical Requirements - **General Activity:** This role requires occasional exertion of up to 25 pounds and includes regular sitting, speaking, hearing, and using hands for various tasks.
- **Work Environment:** The work environment is typically free from disagreeable conditions and involves minimal physical risk. **Special Requirements**
- **Driver's License:** Must hold a valid driver's license in the State of Georgia.
- **Professional Certification:** Obtain and maintain a Certified Meeting Planner designation within 36 months of appointment. We are committed to creating an inclusive environment and encourage applications from individuals of all backgrounds and experiences. If you are passionate about event management and are eager to contribute to a dynamic team, we invite you to apply.
Employment Type: Full-Time
Salary: $ 72,000.00 78,000.00 Per Year