Exhibits and Sponsorships Coordinator

American College of Chest Physicians•Glenview, IL

13d•$58,000 - $62,000•Hybrid

About The Position

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

Requirements

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.

Responsibilities

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