Events and Sponsorship Coordinator

Event Coordination and Support (50%)

Support Events Manager and Executive Directors in the coordination and operations of client events including:

• Support approximately 6 client annual in-person conferences and 2 client virtual events.
• On-Site Event Support:
  Assist in on-site event management duties as requested.
• Research vendors and make recommendations to clients.
• Develop content for event graphic materials and work with graphic designer to produce.
• Set-up and manage event registration, maintain event registration website pages, and respond to registration inquiries via Association Management Systems. Responsible for registration reporting.
• Handle day-to-day administration of events and programs, including but not limited to soliciting vendor bids and orders, BEO creation, coordinating audiovisual (AV) requirements, hotel reservation coordination, restaurant reservations, RSVP tracking and issues resolution.
• Coordinate the set-up, configuration, and management of event mobile apps, ensuring timely content updates, attendee engagement features, and a seamless user experience.
• Coordinate and execute event speaker planning prep calls.
• Work with exhibitors and sponsors leading up to events and onsite at client events, serving as the main point of contact for exhibitors and sponsors, ensuring onsite implementation of exhibitor benefits, and addressing needs.
• Assist with MHQ events as requested.

• Gain a thorough understanding of clients and their annual sponsorship offering
• Work with Executive Directors to create a Sponsorship Development and Retention Plan for clients
• Work with Events Manager to create sponsorship communications to both existing and prospect sponsors and develop a marketing communications plan.
• Maintain strong relationships with client sponsors, implementing regular communication cadence.
• Secure new client sponsors by proactively promoting sponsorship opportunities for clients and managing communications and outreach with sponsor prospects.
• Develop and maintain active sponsor prospect database.
• Work with client board leaders and / or committee members to research sponsorship opportunities, and request and gather sponsor leads.
• Track, manage and implement sponsorship benefits plan and offerings.
• Maintain existing sponsor database, ensuring regular communication with current clients and delivery of all sponsors benefits.
• Work with the Events Manager to assist sponsors and exhibitors leading up to and onsite at events, serving as main point of contact, reviewing logistics, addressing questions and ensuring a positive onsite experience.
• Support sponsorship/exhibitor invoicing.

• Coordinate the planning, set-up, and execution of client webinars (3-4 a month), including scheduling, speaker communications, registration management, processing recordings, and attendee support.
• Provide technical and administrative support before, during, and after webinars to ensure seamless participant experience and successful event delivery.
• Track webinar performance metrics, prepare post-event reports, and maintain webinar-related records, materials, and follow-up communications.

Benefits package includes Medical Coverage, Health Savings Account (HSA), Dental Coverage, Vision Coverage, Basic and Supplemental Life and AD&D Coverage, Short Term Disability Coverage, Long Term Disability Coverage, Flexible Spending Accounts, Paid parking, Mobile Phone Reimbursement, Professional Development Fund, and up to 3% match on Retirement Savings Plan.

MHQ also provides employees with the opportunity for optional Half-Day Fridays as a flexible workplace perk, though they are…