Sponsorship Sales Coordinator

Kentucky Derby Festival; Louisville (KY); Hybrid; USD 42,000 - 54,000; Full time

Job summary

The Kentucky Derby Festival is seeking a detail-oriented Sponsorship Sales Coordinator to support the Corporate Sponsorship & Partnership Program. You will assist with proposals, presentations, sponsor communications, and logistics to ensure superb partner experiences.

This full-time role requires organization, teamwork, and the ability to manage multiple priorities in a fast-paced environment, with occasional evenings or weekends during Festival season.

Qualifications

• Bachelor's degree or equivalent work experience.
• 1-3 years of experience in sales support, event management, customer service, marketing, fundraising, hospitality, or a related field.
• Proficiency with Microsoft Office, including Outlook, Excel, Word, and PowerPoint.
• Experience supporting corporate partnerships, sponsorships, fundraising, special events or event logistics preferred.
• Experience working with CRM systems and other business applications preferred.
• Ability to work occasional evenings and weekends during Festival season.

Responsibilities

• Coordinate fulfillment of sponsorship benefits across Festival events.
• Track sponsorship deliverables and ensure contractual obligations are fulfilled accurately and on time.
• Support Sponsorship Sales Managers in servicing existing sponsors and prospects, including preparing proposals, presentations, agreements, recap reports, and meeting materials.
• Maintain sponsor records, agreements, contact information, account notes, and activity tracking within internal systems.
• Manage sponsor tickets, credentials, parking passes, hospitality materials, signage, and event access.
• Coordinate collection of logos, advertisements, artwork, and promotional materials from sponsors.
• Assist with planning and execution of sponsor activations, event setup, execution, breakdown, and event-day needs.
• Serve as a sponsor resource during Festival events and collaborate with internal departments to ensure sponsor needs are communicated and fulfilled.
• Research prospective sponsors and assist with lead generation efforts.
• Assist with invoice tracking and sponsorship documentation.
• Support the Sponsorship Sales Team with administrative projects, special assignments and other duties as needed.

Skills

Microsoft Office

CRM systems

Communication skills

Event coordination

Sales support

Education

Bachelor's degree or equivalent

Tools

Adobe Creative Suite

Canva

Job description

The Sponsorship Sales Coordinator plays a critical role in supporting the Kentucky Derby Festival’s Corporate Sponsorship & Partnership Program by providing administrative, operational, and sales support to the Sponsorship Sales Team. This full-time position reports to the Vice President of Sponsorship.

The Festival generates nearly $5 million annually in corporate sponsorships and partnerships with many of the region’s and nation’s leading companies, supporting more than 70 events and a wide range of sponsor benefits, activations and hospitality opportunities.

The position supports sponsor fulfillment, maintains sponsorship records, assists with proposals and presentations, manages sponsor communications and helps execute event activations and logistics to ensure an exceptional experience for Festival partners.

The ideal candidate is highly organized, detail-oriented and proactive, with the ability to manage multiple priorities and work collaboratively in a fast-paced, deadline-driven environment.

ESSENTIAL DUTIES AND TASKS:

• Coordinate fulfillment of sponsorship benefits across Festival events.
• Track sponsorship deliverables and ensure contractual obligations are fulfilled accurately and on time.
• Support Sponsorship Sales Managers in servicing existing sponsors and prospects, including preparing proposals, presentations, agreements, recap reports, and meeting materials.
• Maintain sponsor records, agreements, contact information, account notes, and activity tracking within internal systems.
• Manage sponsor tickets, credentials, parking passes, hospitality materials, signage, and event access.
• Coordinate collection of logos, advertisements, artwork, and promotional materials from sponsors.
• Assist with planning and execution of sponsor activations, event setup, execution, breakdown, and event-day needs.
• Serve as a sponsor resource during Festival events and collaborate with internal departments to ensure sponsor needs are communicated and fulfilled.
• Research prospective sponsors and assist with lead generation efforts.
• Assist with invoice tracking and sponsorship documentation.
• Support the Sponsorship Sales Team with administrative projects, special assignments and other duties as needed.

SOFT SKILLS

• Highly organized and detail-oriented
• Positive, professional, and customer-service focused
• Strong follow-through and accountability
• Self-starter who takes initiative and is able to adapt to changing priorities
• Comfortable interacting with corporate partners and community leaders
• Works well independently and thrives in a collaborative, fast-paced team environment
• Able to manage multiple priorities and deadlines simultaneously

MINIMUM QUALIFICATIONS

• Bachelor’s degree or equivalent work experience
• 1-3 years of experience in sales support, event management, customer service, marketing, fundraising, hospitality, or a related field
• A combination of education and experience may be substituted when proficiency is demonstrated
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office, including Outlook, Excel, Word, and PowerPoint
• Experience supporting corporate partnerships, sponsorships, fundraising, special events or event logistics preferred
• Experience working with CRM systems and other business applications preferred
• Ability to work occasional evenings and weekends during Festival season

SPECIALIZED SKILLS AND KNOWLEDGE

Proficiency with standard workplace technology and digital tools is required, including Microsoft Office and social media. Experience with CRM Software, social media platforms and other relevant business applications is preferred. Working knowledge of Adobe Creative Suite, Canva or similar presentation design platforms a plus. Ability to learn and adapt to new technology and software as needed.

PHYSICAL AND ENVIRONMENTAL DEMANDS

This position operates in a hybrid office environment and at various indoor and outdoor event venues. The role requires prolonged periods of sitting and computer use, as well as periods of standing and walking during events. Work is fast-paced and often deadline-driven. Evening and weekend work may be required, including work outdoors in varying weather conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.