Meeting Planner

Created in 1933, the Georgia Municipal Association (GMA) is the only state organization that represents municipal governments in Georgia. Based in Atlanta, GMA is a voluntary, non-profit organization that provides legislative advocacy, educational, employee benefit and technical consulting services to its members.

PURPOSE OF POSITION

This position provides comprehensive support for GMA and six local government professional associations, including coordination of conferences, meetings, sponsorships, exhibitor management and related activities. The role also provides administrative support to the Conference & Management Services Department and the six affiliated associations.

ESSENTIAL FUNCTIONS

Additional related tasks may be assigned as needed.

Key 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

Association Management Support

• Perform general administrative and clerical tasks, including drafting correspondence and preparing reports
• Process trainer expense reports and vendor invoices for supplies and materials.
• Prepare and submit certification and membership applications.
• Maintain office supplies, inventory and departmental databases.
• Update and maintain contact lists and other key administrative records.
• Assist with maintaining accurate member records, including updates related to event attendance, committee participation, and engagement history
• Support membership communications related to events, such as meeting invitations, renewal reminders tied to conference registration, and post-event follow-up
• Help prepare materials for board and committee meetings, including briefing documents, reports, and volunteer recognition items
• Support the coordination of volunteer leader travel, reimbursements, and appreciation activities in connection with meetings
• Help maintain governance-related documentation (bylaws references, policy files, committee rosters) as it pertains to meeting and event planning
• Assist with generating reports on member engagement, event participation trends, and committee activity for staff and volunteer leadership

ADDITIONAL FUNCTIONS

Performs other related duties as assigned.

MINIMUM QUALIFICATIONS

• Associate degree required; Bachelor’s degree preferred.
• 3–5+ years of experience in meeting and event planning, with demonstrated experience in an association, nonprofit or membership-organization setting

Requirements

• Proficiency with event and membership systems, Cvent, Passkey and iMIS.
• Excellent project coordination and time management skills.
• Strong attention to detail and ability to manage multiple deadlines simultaneously.
• Proficient in Microsoft Office Suite; comfortable learning new technologies.
• Outstanding written and verbal communication skills.
• Professional, dependable, and team-oriented with a proactive approach.
• Willingness to go “above and beyond” to ensure successful events.

TRAVEL REQUIRED

This position requires travel to two annual GMA conferences and up to 14 GMA meetings and 13 managed association conferences each year, approximately 30% travel. Travel periods may span up to 5 consecutive days per event.