Events and Sponsorship Coordinator

Management HQ; Minneapolis (MN); On-site; USD 52,000 - 70,000; Full time

Benefits offered by this job

Medical Coverage

HSA

Dental Coverage

Vision Coverage

Life Insurance

Disability Coverage

Paid parking

Phone reimbursement

Professional Development Fund

Retirement match

Half-Day Fridays

Comp Time

Job summary

MHQ is seeking an Events and Sponsorship Coordinator to support client conferences, sponsorship programs, and webinars. You will coordinate logistics, manage registrations, and serve as the primary contact for exhibitors and sponsors to ensure a seamless onsite and virtual participant experience.

The role requires 3-5 years in events/sponsorship coordination, strong organizational skills, and proficiency with AMS tools and MS Office.

Qualifications

• Bachelor's degree or equivalent professional experience.
• 3-5 years’ experience in events/conference coordination and sponsorship experience.
• Demonstrated ability to manage multiple events simultaneously and meet deadlines.
• Proven capability to thrive in a fast-paced environment executing events and sponsorships.
• Ability to quickly learn event and database functions of Association Management Systems.
• Strong organizational, interpersonal, and multitasking skills.

Responsibilities

• Coordinate and support ~6 client conferences annually (in-person) and 2 virtual events.
• Provide on-site event support and assist with vendor management and bidding.
• Develop content for graphics and coordinate with designers.
• Manage registration setup, inquiries, and reporting via AMS.
• Coordinate sponsorship programs, communications, and prospect outreach.
• Support webinars (planning, setup, execution, and follow-up).
• Serve as main contact for exhibitors and sponsors; ensure a positive onsite experience.

Skills

Project management

Event planning

Sponsorship coordination

Communication

Multitasking

Client relations

Education

Bachelor's degree or equivalent

Tools

Association Management Systems

Excel

PowerPoint

Job description

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.

Annual and Event Sponsorship Coordination and Support (30%)

Sponsorship Development, Planning, Implementation and Retention

• 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.

Webinar Coordination and Support (20%)

• 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 not guaranteed and depend on workload and business needs. MHQ also provides Comp Time to support work/life balance, Flexible Schedule options, and Team building events.

The Events and Sponsorship Coordinator is a key position on the MHQ team, implementing client and executive director vision. Guided by MHQ’s values, this individual coordinates with the internal MHQ team and client volunteer leaders delivering stellar client in-person and virtual conferences, events and sponsorship services.

The Events and Sponsorship Coordinator is responsible for supporting the Events Manager in events coordination for approximately six national and international client associations;coordinating and implementing client annual & event specific sponsorship programs; and managing & executing client webinars. Driven by our values, MHQ team members are supported with transparent, consistent processes and clear accountabilities. Each team member sets and delivers annual, quarterly, and weekly goals.

Required Qualifications

• Bachelor's degree or equivalent professional experience.
• 3-5 years’ experience in events/conference coordination and sponsorship experience
• Demonstrated experience in coordinating multiple events simultaneously while effectively prioritizing tasks and meeting deadlines.
• Proven ability to thrive in a fast-paced work environment executing successful events and sponsorship programs.
• Ability to quickly develop expert-level skills in the event and database functions of Association Management Systems.
• Experience in supporting multiple departments and clients.
• Strong organizational, interpersonal, communication, and multitasking skills.
• Ability to remain calm under pressure and maintain a customer-service mindset
• Organized and responsive, with a strong attention to detail, strong discipline, and an outstanding work ethic.
• Committed to continuous improvement and health of MHQ and our clients
• Demonstrate advanced proficiency by quickly adapting to new technology, acquiring new technical skills, and recommending continual improvements. Experience in working with the Microsoft Office Suite applications, i.e. Excel, PPT, Word
• Preferred Qualifications
• Experience in an association management company or multi-client agency environment highly desired.
• Experience with Your Membership and MemberClicks databases desired.
• Highly adaptable and embraces regular improvements and modifications to systems and processes.
• Strong understanding of the role of events and sponsorship in driving organizational growth efforts.
• Previous work with associations or nonprofit organizations