Association Conference Maestro

Georgia Municipal Association, Inc.; Atlanta (GA); On-site; USD 45,000 - 70,000; Full time

Job summary

The Georgia Municipal Association, based in Atlanta, seeks an experienced Meetings & Events Coordinator to handle logistics for GMA and six local government associations. You will coordinate sponsorships, exhibitors, registrations, and on-site activities, while managing timelines and budgets.

Qualifications include 3–5+ years in association event planning and proficiency with Cvent, Passkey and iMIS; excellent communication and organization are essential. Travel about 30% is expected.

Qualifications

• 3–5+ years in meeting and event planning, preferably in a nonprofit or association setting.
• Experience with association or membership programs and vendors.
• Excellent written and verbal communication, organization and attention to detail.

Responsibilities

• Plan and execute day-to-day logistics for conferences, board meetings, committee meetings and events
• Support vendor coordination by obtaining quotes, tracking order details, and confirming deliverables for catering, AV and transportation
• Maintain and update event timelines, checklists, and shared planning documents
• Manage event budgets by processing invoices, tracking expenses and maintaining accurate financial records
• Oversee registration processes including building registration sites, processing registrations and reconciling payments,
• Respond to attendee, speaker and exhibitor inquiries via phone and email in a timely, professional manner
• Coordinate hotel room block management, including tracking pick-up reports and monitoring attrition
• Prepare event materials such as agendas, name badges, signage, attendee lists, lanyards, ribbons, signage, name tents, awards and printed collateral
• Assist with speaker logistics, including collecting bios, presentations, AV requirements and travel details
• Track exhibitor and sponsor deliverables, such as booth assignments, listing information, and signage requirements
• Coordinate technology needs such as badge printers, laptops and software setup.
• Provide on-site support during events, including troubleshooting logistical issues, registration desk staffing and attendee assistance
• Assist with post-event tasks, including compiling survey results, materials and archiving event files

Skills

Project coordination

Time management

Detail orientation

Written & verbal communication

Team collaboration

Proactive approach

Tools

Cvent

Passkey

iMIS

Microsoft Office

Job description

The Georgia Municipal Association, based in Atlanta, seeks an experienced Meetings & Events Coordinator to handle logistics for GMA and six local government associations. You will coordinate sponsorships, exhibitors, registrations, and on-site activities, while managing timelines and budgets.

Qualifications include 3–5+ years in association event planning and proficiency with Cvent, Passkey and iMIS; excellent communication and organization are essential. Travel about 30% is expected.