General Definition of Work
Performs complex administrative work planning and executing Policy department related meetings and functions; serves as administrator of legislative tracking database. Participates on various planning and program teams, and works with associated departments to develop and distribute content to members. Work is performed under the supervision of the Legislative Director.
Organization Culture Alignment
• Supports the Association's "Four Pillars": civic engagement, leadership development, legislative advocacy, and membership services through coordination with division or program staff and interaction with local governments and authorities; has knowledge and general understanding of the programs and services offered by the Association, and provides outstanding member support that reflects well on the entire Association;
• Provides and exhibits outstanding work ethic, teamwork, and organizational commitment;
• Anticipates and handles member concerns, complaints, or problems to ensure quality execution, client, member, and Association satisfaction;
• Supports the overall organization by executing the directives as set forth by the Association.
• Coordinates Policy department meetings and events (i.e. District Meetings), and co-coordinates Legislative Leadership Conference (LLC); including but not limited to, negotiating location contracts, identifying venues, scheduling activities, onsite registration and logistics, coordinating restaurant reservations and event meals, and transportation;
• Works with Leadership Development department to provide assistance for conferences, and meetings;
• Identifies and understands event objectives and outcomes; evaluates potential conference and meeting locations and facilities, and determines appropriateness of venue for type of event;
• Event execution:
o Oversees the printing of required materials;
o Manages order and delivery of necessary supplies, including attendee information/registration packets;
o Manages hospitality and catering of meals;
o Satisfies event audiovisual/technical needs, speaker engagement, online and onsite registration, agenda/program development with Association planning team;
o Monitors activities, anticipates and recognizes potential problems;
o Troubleshoots and solves onsite problems seamlessly, implementing contingency plans as needed
• Documents standard procedures for meetings and activities that reoccur on an annual basis ;
• Completes post-event tasks including reconciliation of expenses, evaluation of event, and report of meeting results;
• Builds and maintains strong internal and external client relationships; serves as essential link in the relationship between Policy, Communications, and Leadership Development departments;
• Participates in a variety of special projects; serves on assigned Association teams;
• Manages written content for ACCG website and Policy related newsletters (i.e. delivery, website content maintenance);
• Understands and utilizes technology available to ensure coordination between departments and guests.
Administration & Data Management
• Maintains appropriate, accurate files and account information:
o Tracks legislative bills;
o Records and utilizes Association membership database;
o Tracks attendance, registration, hotel history and attendee satisfaction
o Tracks meeting and event expenditures to stay within or below budget;
• Receives incoming calls and provides appropriate information; assists with the completion of standardized records and documents; utilizes systems and databases to input and retrieve information, including responding to requests for information from members;
• Audits data and other records for accuracy and completeness; answers routine correspondence independently; establishes and maintains filing systems, makes and prepares appropriate copies and stores files as required;
• Files lobbyist disclosure forms and reports, executes state system filings and reports; prepares a variety of documents including correspondence, spreadsheets, presentations, agendas, minutes, and directories;
• Operates a variety of standard office equipment; recommends purchase of new or improved technology as needed;
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. 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.
Education and Experience
• Associate's degree with coursework in public relations, business administration, or field related to the role,
• Considerable (usually 3-5 years) experience in meeting management and business administration, or
• Equivalent combination of education and experience.
Knowledge, Skills and Abilities
• Some knowledge of the philosophies, principles and practices of local government and local government official responsibilities;
• Skill in the use of standard office equipment and software applications, specifically Microsoft Office products, including Outlook, Word and Excel
• Ability to establish and maintain effective working relationships with associates, member jurisdiction representatives, academic professionals, vendors, and the general public
• Highly organized and process driven; skilled communicator, both written and verbally
• Proven ability to manage multiple events and priorities simultaneously
• Resourceful, self-starter that works as part of a team, yet autonomously
• Some overnight travel required - maximum 25 days per year, about 50% overnight - i.e. travel to LLC, ACCG Annual Conference, and Policy Committee Meetings.
• Valid driver's license in the State of Georgia.
• Possession of Meeting Professional certification within two years of employment may be required.
• This work requires the occasional exertion of up to 25 pounds of force;
• Work regularly requires speaking or hearing, using hands to finger, handle or feel and reaching with hands and arms;
• Frequently requires sitting and repetitive motions and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, tasting or smelling, pushing or pulling and lifting;
• 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;
• Operating motor vehicles or equipment and observing general surroundings and activities;
• Work occasionally requires exposure to outdoor weather conditions;
• Work is generally in a moderately noisy location (e.g. business office, light traffic).
Submit cover letter and résumé to HR@ACCG.org