Event Sponsorship Operations Coordinator

Hyve Group Ltd • New York, NY

4h • Hybrid

About The Position

Shoptalk and Groceryshop are recognized as the retail industry’s premier events, offering unparalleled gatherings that reshape consumer discovery, shopping, and buying. These events serve as platforms for large retailers, branded manufacturers, startups, tech companies, investors, media, and analysts to learn, network, collaborate, and evolve. Shoptalk's portfolio also includes Retail Meetups, which are industry-leading virtual events focused on large-scale networking and collaboration, powered by proprietary technology. Shoptalk was acquired by Hyve Group plc in December 2019, a global events business dedicated to creating unmissable events where customers share extraordinary moments and shape industry innovation. As the Event Sponsorship Operations Coordinator, you will be a pivotal member of the Operations team, responsible for the successful delivery of operational sponsor commitments and leading special projects across the global events portfolio. This role involves managing the master sponsorship tracker to ensure all benefits are delivered accurately and on time. You will also oversee the operational execution of awards programs, content-led features, and special events, acting as a crucial cross-functional liaison between Operations, Sales, Marketing, Content, and external suppliers. This position is ideal for a highly organized individual who thrives in a fast-paced environment and takes full ownership of complex deliverables. International travel to events is a required component of the role.

Requirements

• Excellent organizational and logistical planning skills.
• Experience in event operations, sponsorship delivery, customer service with a problem-solving approach or project management within conferences/exhibitions.
• Strong communication and interpersonal skills — confident working with senior stakeholders and sponsors.
• High attention to detail, with the ability to manage multiple deadlines simultaneously.
• Ability to take initiative, troubleshoot, and work independently in fast-paced environments.
• Proficiency in project tracking, Excel, and standard office software.

Responsibilities

• Act as the primary operational contact for all sponsor deliverables across the full event portfolio.
• Own and manage the master sponsorship tracker, ensuring all benefits, branding elements, and entitlements are accurately logged, communicated, and delivered.
• Work closely with Sales, Marketing, Content, and Operations to coordinate sponsor requirements and ensure seamless cross-functional delivery of manuals, deadlines, and deliverables.
• Cost and scope the operational delivery of sponsor packages, providing production estimates and working with the Sales team to shape and confirm bespoke sponsor packages.
• Manage sponsor branding and visibility across events, including signage, print assets, digital placements, hospitality requests, and VIP arrangements.
• Liaise directly with sponsors to gather branding assets, confirm requirements, and provide exceptional customer service throughout the event cycle.
• Oversee the operational delivery of sponsored features, lounges, theatres, meeting rooms, receptions, and other sponsor-led activations.
• Produce clear and accurate operational documentation relating to sponsorship and project delivery.
• Contribute to post-event reporting on sponsorship performance, delivery, and improvements.
• Lead the planning and operational delivery of awards programs, content features, and special event elements (e.g., receptions, lounges, ceremonies).
• Coordinate with internal teams and external suppliers to ensure these projects meet brand standards, run smoothly, and enhance the overall event experience.
• Develop timelines, production schedules, and briefing documents for project elements as required.
• Coordinate tasks and maintain relationships with suppliers and contractors as associated sponsorships and special features (signage, branding, furniture, AV, etc.)
• Attend all events within your remit (where requested by Director of Sponsorship Operations), ensuring full delivery of sponsor benefits and special projects from build-up to breakdown.
• Provide onsite leadership for sponsor-related requirements, troubleshooting issues and maintaining high standards under pressure.

Benefits

• The salary band for this position ranges from $60,000-$70,000 based on experience
• This position will be eligible for a competitive bonus structure
• Full medical, dental, and vision package to fit your needs
• Retirement plan with company match (401K)
• Competitive vacation policy
• Hybrid work

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed