Sponsorship and Advertising Operations Specialist

Intl Assoc Amusement Parks; Orlando (FL); On-site; USD 55,000 - 85,000; Full time

Job summary

IAAPA seeks a Sponsorship and Advertising Operations Specialist to lead fulfillment for sponsorships and advertising across global events, digital platforms, newsletters, and marketing channels. The role acts as the operations lead, coordinating timelines, assets, reporting, and stakeholder communications to ensure contracts are fulfilled and revenue targets are supported.

You will collaborate with internal teams, manage production schedules, proofs, artwork collection, and event logistics;

Qualifications

• Bachelor's degree or equivalent experience in marketing, advertising, or related field.
• 4-6 years' experience in sponsorship, advertising, sales support, marketing or events.
• Proficiency with MS Office; familiarity with Salesforce, Fonteva, Map Your Show or similar tools.

Responsibilities

• Manage sponsorship and advertising fulfillment activities, including contracting support and invoicing coordination.
• Serve as primary contact for sponsors/advertisers regarding deliverables, deadlines, and reporting.
• Lead cross-functional coordination to ensure timely execution of sponsor commitments.
• Evaluate processes and recommend improvements to boost efficiency and revenue.
• Create/maintain schedules, records, and sponsor information for events and digital platforms.
• Coordinate artwork collection, proofs, and delivery of sponsor benefits.
• Monitor invoicing, collections, and liaise with Finance on payments.
• Generate reports and dashboards supporting sales and decision making.
• Provide coverage and support during peak event periods.

Skills

Project management

Communication skills

Analytical skills

Customer service

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Office

Salesforce

Fonteva

Map Your Show

Ad Orbit

Swapcard

SharePoint

Job description

Sponsorship and Advertising Operations Specialist

Overall Responsibilities:

Manage sponsorship and advertising fulfillment programs for IAAPA's global events, publications, digital platforms, and marketing channels. Serve as the primary operational lead for sponsor and advertiser delivery, campaign execution, reporting, and stakeholder communications. Exercise independent judgment in prioritizing projects, resolving sponsor and advertiser issues, ensuring contractual fulfillment, and recommending process improvements that support revenue generation and customer satisfaction.

Specific Duties:

• Manage sponsorship and advertising fulfillment activities, including contracting support, invoicing coordination, materials collection, production schedules, graphics proofing, and delivery of sponsor and advertiser benefits.
• Serve as a primary point of contact for sponsors and advertisers regarding deliverables, deadlines, materials, approvals, reporting, account status, and fulfillment requirements.
• Lead cross-functional coordination for sponsorship and advertising programs, working with multiple internal departments and external stakeholders to establish priorities, communicate requirements, resolve operational challenges, and ensure timely execution of sponsor and advertiser commitments.
• Evaluate existing processes and recommend improvements to enhance efficiency, client service, and revenue generation.
• Create and maintain sponsor service guides, production schedules, advertising fulfillment records, and sponsor information for global events and digital platforms.
• Manage collection and proofing of advertising artwork for newsletters, websites, and other advertising programs, ensuring compliance with specifications and deadlines.
• Manage newsletter advertising fulfillment, website advertising placements, and digital marketing campaigns, including submission and tracking of website tickets and coordination with internal stakeholders.
• Compile and distribute website analytics, newsletter performance reports, and campaign dashboards for sponsors and advertisers.
• Manage pre-show and post-show sponsor mailing programs, including sponsor communications, approvals, scheduling, fulfillment, and issue resolution.
• Coordinate sponsor recognition, signage, plaques, tickets, shipping logistics, ambassador support requests, and other event-related sponsorship deliverables.
• Manage the end-to-end planning and execution of Solution Spotlight sessions for all IAAPA expos, including developing and maintaining the program schedule; coordinating participation across sponsors and internal departments; managing session reservations and speaker communications; collecting speaker information, presentation titles, descriptions, and presentation materials; ensuring deadlines are met; and serving as the primary point of contact for all session-related logistics and fulfillment.
• Generate and maintain reports to support sales activities, lead tracking, fulfillment, and business decision-making.
• Support sponsorship and advertising sales efforts through prospectus and media kit distribution, targeted outreach, and account support.
• Develop, schedule and post sponsorship and advertising marketing items in IAAPA newsletters, regional newsletters, exhibitor bulletins, and email campaigns.
• Monitor invoice status, assist with collections activities, and coordinate with Finance regarding payment inquiries and outstanding balances.
• Serve as a liaison with vendors and service providers supporting sponsorship and advertising fulfillment activities.
• Provide coverage and sales support during absences of the primary Sales team.
• Perform other duties as assigned.

Qualifications:

• Bachelor's degree or equivalent experience, preferably in marketing, advertising, business, event management, or a related field.
• 4-6 years of experience in sponsorship, advertising, sales support, marketing, event management, or a related field.
• Proficiency with Microsoft Office; experience with Salesforce, Fonteva, Map Your Show, Ad Orbit, Swapcard, SharePoint, or similar platforms preferred.
• Strong analytical, organizational, project management, and problem-solving skills.
• Ability to exercise independent judgment, manage multiple priorities, and meet deadlines with minimal supervision.
• Excellent written and verbal communication skills.
• Professional demeanor with strong customer service and relationship-management skills.
• Willingness to travel and work evenings and weekends during major event periods.
• Physical requirements include ability to travel, walk and stand for long periods of time, stoop, drive, lift at least 45 pounds and willingness to perform manual labor specific to job (i.e. packing boxes, carrying signage, moving tables and chairs, etc.)
• Ability to work onsite at IAAPA's Headquarters office in Orlando, Florida.

Equal Opportunity Employer

IAAPA is committed to a diverse and inclusive global workplace and provides equal employment opportunities to all individuals. Employment decisions are based on merit, qualifications, and organizational needs, in accordance with applicable laws.