Administrative Coordinator

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.

About the Role - The Administrative Coordinator provides essential support to the Office of Training and Leadership Development by coordinating a wide range of tasks related to departmental and training programs. This role is also responsible for scheduling and coordinating internal meetings at GMA.

Responsibilities

• Organizes and schedules internal meetings for the association. Maintains the calendar and has knowledge of events going on within the meeting space.
• Demonstrates knowledge of and clearly explains capabilities of the meeting space to interested parties - internal and external. Examples include room set up, type of tables, capacity for room, A/V capabilities, and food options.
• Performs a variety of administrative tasks in support of the Municipal Training Institute, including setting up training event registrations, processing payments and refunds, following up on outstanding balances, posting training credits in the membership database, fulfilling training transcript requests, and preparing name badges, rosters, hand out materials, attendee packets and other event and meeting materials.
• Provides on-site support and logistical assistance at events, including the Cities United Summit, Annual Convention, Newly Elected Officials Institute, Mayors Leadership Academy, Spring and Fall Training, as well as additional training events, workshops, and conferences as needed.
• Assists with planning and execution of meetings, training events and workshops for the Training and Leadership Development Department, including venue coordination, room setup, coordinating food and beverages, registrant communications, registration management, materials preparation and distribution, and post-event follow-up.
• Coordinates aspects of the Mayors Leadership Academy, including managing the online application and webpage, promoting the program, handling application logistics and partner communications, preparing binders and materials, coordinating with sponsors, overseeing onsite check-in, and supporting the Communications Department with press releases and photos.
• Manages the Municipal Government Hall of Fame nomination process and ceremony logistics, including creating online forms and webpages, promoting the nomination period, coordinating with the awards committee, communicating with nominators, collecting materials for award videos, overseeing guest logistics, and supporting the Communications Department with press releases and photos.
• Maintains waitlists for training classes at the Cities United Summit and Annual Convention, ensuring accurate tracking and timely communication with registrants.
• Coordinates with GMA and University of Georgia staff to gather instructor information including bios and training presentations/materials for Municipal Training Institute classes, and uploads content to the appropriate portals for participant access via the GMA website and mobile app.
• Prepares and distributes special guest invitations for GMA conferences, gathers attendee details, and assists in developing reserved seating plans for general sessions and events during GMA conferences.
• Collects content and designs presentation slide decks for general sessions at the Cities United Summit and Annual Convention.
• Serves as a primary liaison to the Municipal Training Board and city officials in the planning, coordination, and delivery of regional training classes across the state.
• Updates and maintains all training institute content on the GMA website and mobile app.
• Designs and prepares customized packets for all Newly Elected Officials Institute registrants.
• Prepares and manages surveys, calls for proposals, and information-gathering forms for both internal and external distribution.
• Communicates with city officials, city staff, partnering organizations and others to provide assistance, follow-up on inquiries and support various association initiatives.
• Assists in preparing content and designing layout for the training institute’s annual brochure.
• Assists staff in performing special projects and assignments.
• Maintains the visitor logbook, creates reports, and prints guest badges.
• Enters information and generates reports within the association’s data management system.
• Assists in interdepartmental communication regarding meetings and use of meeting spaces at the association.
• Maintains the Digital Board in the Lobby by updating the display for events/information.
• Performs other duties as assigned.

Qualifications - Minimum of 2 years’ experience in customer service and events. Some experience with data entry, reporting and familiarity with association management software is preferred. Some experience in Power Point and other Microsoft Office products required. An Associate’s or Bachelor’s degree or equivalent is preferred.