Conferences, Events and Sponsorship Coordinator


About Job

Who We Are

ICMA is at the core of creating better communities. Serving more than 12,000 members globally, we are the world’s leading association of professional city and county managers and other employees who serve local governments.

At ICMA, we take the concept of local government leadership and management further into the future. Through our mission and passion to advance professional local government, we help communities deliver innovative services, empower resident engagement, enable economic development, strengthen leadership, ethics, and provide forward-thinking management.

A Great Opportunity

We are seeking a highly energized Conferences, Events and Sponsorship Coordinator to join our Conferences, Events and Sponsorship Team. This position will assist with meeting planning and support functions as part of the Annual Conference and Regional Conferences team. The selected candidate will possess excellent project management skills and coordinate conference operations or support activities as well as collaborate with other departments, organizations, or individuals involved in the ICMA Annual Conference and Regional Conferences to deliver high-quality events.

The Conferences, Events and Sponsorship Coordinator will report to the Senior Manager, Conferences and Events.

Although ICMA is currently working remotely, the position is based out of ICMA’s headquarters, located in Washington, D.C. The selected individual must be able to work the core business hours from 8:30 am to 5:00 pm EST. Domestic and/or international travel may be required.

What You’ll Do

  • Performs event registration for the Regional Conferences including badge production, answers phone and email inquiries, resends registration confirmations as needed, processes refunds and coordinates shipments; assists on-site
  • Serves as part of the registration team for the Annual Conference with the registration management company and provides customer service onsite
  • Executes speaker and session coordination through the Cadmium portal; includes speaker confirmations, monitors the department mailbox, and updates the speaker database
  • Performs data input into the conference app for the Annual and Regional conferences; populates and continuously updates the app
  • Processes VCR’s, obtains proper signatures, maintains the invoice files and provides the Senior Manager, Conferences and Events with codes and invoice amounts to be entered into the forecast budget
  • Performs procurement, contract and invoice fulfillment for vendor contracts related to the Annual and Regional Conferences sponsors
  • Completes the purchase of conference supplies and ensures meeting bins are properly stocked and inventoried before/after each conference and maintains ribbon inventory
  • Performs AICP credit submission to the American Planning Association for Annual Conference sessions
  • Performs other job-related duties as required

What You Need To Be Successful In This Role

  • Bachelor’s degree or the equivalent combination of education and experience
  • One to three years of applicable experience

Knowledge, Skills and Abilities (KSAs)

  • Familiarity of conference and meeting planning
  • Excellent customer service skills
  • Strong attention to detail and data integrity; ability to maintain well organized work product and files
  • Ability to prioritize tasks and deal with high-pressure environments and deadlines
  • Advanced knowledge and proficiency with database software (NetForum experience is a plus)
  • Advance knowledge and proficiency with Microsoft Office suite and other computer systems
  • Ability to develop and maintain effective working relationships with members and colleagues
  • Ability to communicate clearly and effectively, both orally and in writing
  • Excellent interpersonal skills
  • Ability to work in a team environment

Physical Requirements/Work Environment

The incumbent works in a virtual office environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

What We Can Offer You

  • Remote work environment
  • A collegial working environment where teamwork and individual contributions are valued
  • A competitive salary
  • A comprehensive benefits package that includes employer sponsored health, dental, life, disability, and employee assistance benefits
  • Paid time off to include vacation, sick leave, holidays, and floating days
  • Generous retirement plan
  • Opportunities for ongoing professional development