Event and Sponsorship Specialist

Responsibilities

• Budget and Contracts Support, track, and help finalize event budgets.
• Negotiate and execute hotel contracts for staff, speakers, and attendee room blocks.
• Secure travel discounts with airlines, car rental companies, hotels, and local vendors.
• Event Logistics and Operations
  • Serve as the primary point of contact for all venue logistics.
  • Negotiate, hire, and manage contractors needed for event execution.
  • Lead onsite vendors, contractors, and third-party partners.
  • Plan and coordinate transportation and logistics for event assets.
  • Design and manage all room setups.
  • Oversee F&B planning and execution for attendees, staff, and contractors.
  • Plan and manage event signage (design coordination, hardware, placement).
• Sponsorship and Partner Support
  • Develop, package, and sell sponsorship opportunities for Amazing Life events, securing and managing relationships with 45+ sponsors annually.
  • Manage all sponsor deliverables for Amazing Life events, external events, and trade shows, ensuring commitments are fulfilled accurately, professionally, and on schedule.
  • Serve as the primary point of contact for sponsors and partners, fostering strong relationships and ensuring a positive experience before, during, and after events.
  • Capture and manage all event-related logistics to support sponsor, partner, and organizational objectives.
• Attendee Experience and Event Systems Support
  • Create and distribute forms in Monday.com.
  • Create and analyze post-event attendee and staff surveys.
  • Manage event platform setup and execution for in-person and digital events.
• Travel and Hospitality
  • Manage staff travel logistics for external events (flights, rental cars, hotels) and distribute itineraries.
  • Plan and execute special hospitality experiences, including VIP events, evening activities, and steak dinners.
• Digital Event Support
  • Manage hotel needs for digital event staff and speakers when applicable.
  • Plan, schedule, and oversee chat moderation coverage.
  • Create training resources and FAQs for moderators; train and support the team.
  • Develop and analyze digital post-event attendee surveys.
  • Auxiliary support for general digital event planning and execution.

  Qualifications

  • 2+ years of experience in event management, event operations, or large-scale logistics coordination.
  • Proven experience in sales, business development, sponsorship sales, partnership management, or client relationship management, with the ability to prospect, negotiate, and close sponsorship opportunities.
  • Ability to negotiate contracts with hotels, venues, and vendors.
  • Strong organizational and project management skills with the ability to manage multiple events simultaneously.
  • Excellent communication skills and high attention to detail.
  • Experience coordinating travel logistics and working with event platforms or project management tools (e.g., Monday.com).
  • Ability to lead volunteers, contractors, and onsite teams with confidence and professionalism.
  • Ability to stay adaptable, resourceful, and calm under pressure during live events.
  • Someone who is highly organized and efficient, with the ability to bring fresh, creative ideas to the table.