Conference Sponsorships Coordinator

Binaytara; Bellevue (WA); On-site; USD 50,000 - 70,000; Full time

Job summary

Binaytara is looking for a Sponsorship Coordinator based in Bellevue, Washington, to support their mission of driving corporate sponsorships in oncology conferences. The role entails managing sponsorship pipelines, conducting outreach to pharmaceutical partners, and ensuring seamless sponsor experiences. Candidates should have 1-3 years of relevant experience with strong organizational and communication skills. The coordinator will work closely with internal teams and contribute to sponsorship revenue growth. This position offers a dynamic, results-oriented work environment.

Qualifications

• 1–3 years of experience in coordination, sales support, or business development.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.

Responsibilities

• Build and maintain a strong pipeline of sponsorship prospects.
• Research and identify relevant pharmaceutical, biotech, and healthcare companies.
• Coordinate with Finance to initiate invoicing following contract execution.

Skills

Coordination

Sales support

Business development

Organizational skills

Communication skills

Job description

The Sponsorship Coordinator supports Binaytara’s mission by driving the execution of corporate sponsorships across a portfolio of oncology conferences. This role is responsible for building and managing sponsorship pipelines, conducting targeted outreach to pharmaceutical and healthcare partners, and coordinating sponsor participation from initial engagement through conference execution.

The Coordinator serves as the primary point of contact for sponsors and works cross-functionally with internal teams to ensure a seamless sponsor experience. This role contributes directly to sponsorship revenue growth by identifying opportunities, maintaining strong sponsor relationships, and ensuring timely contract execution and delivery, and is expected to operate in a results-oriented environment.

Key Responsibilities

• Build and maintain a strong pipeline of sponsorship prospects for assigned conferences
• Research and identify relevant pharmaceutical, biotech, and healthcare companies, including appropriate contacts by territory or institution
• Execute outreach through a combination of bulk and personalized communication
• Continuously expand pipeline beyond minimum thresholds to maximize sponsorship opportunities
• Engage sponsors and prospects to secure participation across conferences
• Support development of proposals and materials using approved sponsorship prospectuses
• Serve as the primary owner of sponsorship agreements from creation through execution
• Track outreach, pipeline status, and contract progress; follow up with sponsors to ensure timely completion
• Act as the primary point of contact for sponsors throughout the sponsorship lifecycle
• Communicate key information including logistics, timelines, and deliverables
• Coordinate with internal teams (Logistics, Marketing, CME) to ensure sponsors receive all contracted benefits

Conference Execution and Financial Coordination

• Support sponsor-related logistics including exhibit participation, product theaters, and on-site coordination
• Ensure timely communication of setup instructions, requirements, and updates
• Assist with post-conference follow-up, including attendee data and sponsor communication
• Maintain accurate and up-to-date records of all sponsor activity in monday.com or designated systems
• Support reporting on sponsorship performance and outcomes
• Coordinate with Finance to initiate invoicing following contract execution
• Support tracking of sponsorship payments and follow-up as needed

Qualifications

• 1–3 years of experience in coordination, sales support, or business development
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Ability to manage multiple projects and deadlines
• High attention to detail and accountability

Key Traits for Success

• Proactive and resourceful
• Strong follow-through and persistence
• Comfortable working in a structured, process-driven environment
• Able to balance high-volume tasks with attention to detail
• Team-oriented with strong communication skills

What Success Looks Like

• Consistently maintaining a strong and accurate sponsorship pipeline
• Timely execution of contracts and sponsor commitments
• Smooth coordination of sponsor participation across conferences
• Contribution to increased sponsorship participation and revenue