Administrative Operations Coordinator, Sponsors & Exhibits

Position Summary

The Administrative Operations Coordinator provides essential operational and administrative support for the sponsorship and exhibits team. This role ensures accurate documentation, smooth communication workflows, timely response to inbound inquiries, and efficient coordination across departments. The Coordinator also provides direct administrative support to the VP of Sponsorship, including calendar management and executive organization.

• Serve as the first-line administrative contact for sponsor and exhibitor inquiries, including triage, information gathering, routing, and tracking follow-up actions.
• Maintain accurate records of inquiries, communications, deadlines, and deliverables across internal trackers and databases.
• Manage data entry and updates within sponsorship and exhibitor management platforms and maintain current website information.
• Support the sponsorship team with the creation, organization, and tracking of contracts, agreements, onboarding materials, templates, process guides, and internal documentation.
• Provide administrative support for reporting, timelines, shared documentation, and cross-team coordination.
• Support the VP of Sponsorship with calendar management, meeting coordination, scheduling, response prioritization, and preparation of materials.
• Coordinate internal and external meetings, including agendas, logistics, prep documents, and follow-up tracking.
• Assist with inbox organization, task tracking, document preparation, and execution of strategic projects and cross-department initiatives.
• Maintain orderly digital filing systems, shared resources, and process documentation to support smooth sponsor/exhibitor operations.
• Support team with ongoing administrative elements of sponsorship and exhibitor processes.

• 2–4 years of administrative, operations, client support, or event-support experience.
• Strong organizational skills, task management, and attention to detail.
• Ability to prioritize, multitask, and maintain accuracy.
• Excellent written and verbal communication; responsive and client‑friendly.
• Comfortable managing calendars and inboxes.
• Proficient in document management, spreadsheets, and CRM or event management platforms.