Associate Director of Conferences & Meetings

**General Definition of Work:** In this dynamic role, you will be responsible for overseeing the planning and execution of major conferences and meetings. You will coordinate contracts, manage budgets, and ensure the smooth operation of events. As the primary liaison, you will work closely with the Leadership Development Director and various planning teams. Your understanding of the Lifelong Learning Academy will be crucial in providing support for training programs. This position reports to the Director of Conferences & Meetings. **Position Responsibilities:****Organization Cultural Alignment:**- Embrace and support the organization's core values, which include civic engagement, leadership development, legislative advocacy, and membership services.
- Demonstrate a thorough understanding of the organization's programs and services, delivering exceptional customer service that reflects the organization's commitment to quality.
- Contribute to special projects and assignments, executing directives that align with the organization's goals.
- Manage meeting and travel schedules to ensure efficiency and cost-effectiveness. **Meeting & Event Management:**- Lead the planning committee for key conferences such as the Capitol Connection Conference/Legislative Breakfast and the Legislative Leadership Conference.
- Provide logistical support for in-person meetings across various departments.
- Serve as the main point of contact for all conference and meeting-related matters with the Governmental Affairs team. **Budget/Finance:**- Collaborate with the Director of Conferences & Meetings to create budgets for events.
- Monitor and reconcile expenditures, submit invoices for payment, and track contractual obligations.
- Process registration payments and follow up on outstanding invoices using Engagifii.
- Authorize p-card payments for Am/Ex charges. **Planning:**- Work with managers to define meeting objectives and requirements.
- Research and negotiate contracts for venues, speakers, entertainment, and catering. **Event Management - Preplanning:**- Set up event registrations in Engagifii.
- Integrate Lifelong Learning Academy offerings when necessary.
- Create registration guides and attendee questionnaires.
- Handle registration inquiries, including training records, refunds/cancellations, and receipt requests.
- Manage event cancellations and refunds.
- Coordinate planning teams.
- Lead agenda development with subject matter experts.
- Work with Communications on marketing strategies.
- Assign staff roles for events.
- Distribute final resource materials before the event, including printing if required. **Event Management - On-Site:**- Act as the main contact for on-site logistics, problem-solving, and contingency planning.
- Oversee registration setup and management.
- Coordinate with speakers and VIPs.
- Manage room setup and audiovisual/technical needs.
- Oversee meal functions and ensure contractual obligations are met.
- Organize special events, including transportation. **Administration:**- Contribute to departmental goal setting and business process development.
- Proficiently use the Engagifii database.
- Cross-train with peers to assist with Leadership Development tasks, including understanding LLA course requirements.
- Complete post-event tasks such as debriefings, member surveys, and reporting on meeting outcomes.
- Document standard procedures for recurring meetings and activities.
- Coordinate additional meetings as assigned. **Education and Experience:**- Bachelor's degree in project management, office administration, or a related field.
- Over 5 years of progressive experience in meeting planning, office administration, and project management, or an equivalent combination of education and experience. **Knowledge, Skills, and Abilities:**- In-depth knowledge of meeting and office administration principles.
- Proficiency in standard office software, particularly Microsoft Office (Outlook, Word, Excel).
- Strong communication skills, both verbal and written.
- Ability to write clear reports and directives, and to analyze complex problems.
- Skill in engaging with the public and addressing issues at the local government level.
- Ability to build and maintain effective working relationships with colleagues, officials, and the public. **Technical Requirements:**- A high-speed, broadband internet connection is required, with a minimum download speed of 25 Mbps. A 40MB connection is recommended for optimal performance. **Physical Requirements:**- Occasionally lift up to 25 pounds.
- Regularly sit and communicate verbally.
- Frequently use hands, reach with arms, and perform repetitive motions.
- Occasionally stand and walk.
- Standard vision abilities.
- Operate motor vehicles or equipment and read written or computer data.
- Work in a safe environment with minimal physical stress. **Special Requirements:**- Maintain a valid driver's license in Georgia.
- Obtain and maintain the Certified Meeting Planner professional designation within 36 months of appointment.
Employment Type: Full-Time
Salary: $ 72,000.00 78,000.00 Per Year