Exhibits and Sponsorships Coordinator

Job Description

Job Description

Description:

Primary Purpose:

Provides support for sales and organization of sponsorships and exhibits for CHEST meetings and events. Assists the Manager, Exhibits and Sponsorships by performing various functions, including but not limited to: providing project management support, conducting research on new opportunities and supporters, administering databases, serving as a point of contact with exhibitors and sponsors, and maintaining computerized and print files as it correlates to Exhibits and Sponsorship.

Essential Functions/Responsibilities:

• Demonstrate a passion for crushing lung disease and embody CHEST values: honor the team, lead with integrity, leverage passion, cultivate innovation, and have serious fun.
• Assists in growing sales for Exhibits and Sponsorships
• Responsible for ensuring company records are up to date with correct contact information.
• Enters new prospect records provided by Director of Exhibits, Sponsorships, and Sales Partnerships into database.
• Aids in developing new solicitations for exhibit and sponsorship opportunities.
• Provides customer service and communication support to exhibitors, sponsors, and outside vendors to facilitate and advance sales opportunities.
• Serves as a support contact for communication with Exhibitors and Sponsors.
• Answers questions about opportunities and facilitates appropriate hand off for fulfillment.
• Assists with all Learning Theaters and Symposia (CME and non-CME) activity both on site and prior to live meetings. Serves as the forward facing single point of contact for each of these programs with external clients and vendors.
• Contributes to the drafting and distribution of communication to exhibitors and sponsors. Includes, but is not limited to: sales campaigns and solicitations, right of first refusal forms, letters of agreement.
• Assists in the creation and distribution of post event surveys to sponsors and exhibitors.
• Supports the process for review and approval of exhibitor and sponsorship ads, door drop brochures, and other marketing materials to meet time sensitive deadlines.
• Supports the Manager, Exhibits and Sponsorships with communication to and coordination with outside vendors for sales projects
• Supports the development and implementation of policies and procedures for optimizing Exhibit and Sponsorship sales and efficiencies.
• Gathers and organizes contracts and other paperwork for exhibit and sponsorship commitments.
• Works with accounting department to ensure payments are made by exhibitors and sponsors.
• Contributes to the development of systems that enhance organization of sales-related documentation and information.
• Coordinates and completes data entry for numerous systems
• Assists the Director of Exhibits, Sponsorships, and Sales Partnerships in updating content for all client applications and contract agreements annually.

Other Functions/Responsibilities:

1. Performs all other ad hoc duties as assigned.
2. Manages other projects and completes other tasks, as needed.

Required Qualifications and Competencies:

• Bachelor’s degree or equivalent experience
• Strong project management skills, including demonstrated ability to successfully complete multiple projects with conflicting deadlines
• Strong writing, editing, and presentation skills
• Excellent planning and organizing skills
• Effective problem-solving skills
• Excellent customer service skills
• Results oriented; detail and service oriented; positive attitude
• Demonstrated ability to identify solutions, overcome challenges, and successfully deliver projects or initiatives.
• Computer literacy (Word, Excel, PowerPoint) in a Mac environment
• Ability to travel to the CHEST Annual Meeting, held in varying locations each October, and ability to work extended hours during the Annual Meeting.

Benefits

While we offer benefits that you’d expect from any forward-thinking, progressive organization, we offer a lot of extras too, including the standardization of a hybrid working environment. From tuition reimbursement to parental leave, we offer the benefits that you want most.

• Health and Wellness: Medical, dental, and vision insurance*; flexible spending account*; long- term and short-term disability insurance; life/AD&D insurance
• Work/life Balance: 37.5-hour work week with flexible start times; Paid Time Off; Paid parental leave; Hybrid work environment; Paid holidays
• Giving and sharing: 401(k) with matching contribution from CHEST*; Health club and fitness reimbursement; Employee counseling program; Reimbursement for professional memberships; Tuition Reimbursement
• Office perks: Lunch & Learns; Annual Health Fair; Professional development courses; Volunteering opportunities; Annual Holiday Party; In-office “Busy Breaks”

Additional Information

The annual base salary range for this position is USD $58,000 to USD $62,000. This pay range represents base pay only and excludes any additional items such as incentives, bonuses, or other items. CHEST considers factors such as, but not limited to, the scope and responsibilities of the position, the candidate's work experience, education/training, key skills, internal peer equity, and market and organizational considerations when extending an offer. CHEST is proud to be an equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, gender identity, religion, sexual orientation, age, disability, parental status, veteran status, or any other protected status under applicable laws.

At CHEST, our employees come from different backgrounds with various lived experiences and dynamic strengths. We strive to continuously improve our way of working to reflect our commitment to inclusion and equity and build a workforce that reflects the communities that we serve. And that means we need you! Your experiences may only perfectly align with some qualifications listed in the job description. But if you are excited by this position, we highly encourage you to consider still applying. You may be just the right candidate to help us with our mission to improve patient care.