Sponsorship Operations Coordinator - Shoptalk

Hyve Group Ltd • New York, NY

5d • Hybrid

About The Position

As the Event Sponsorship Operations Coordinator, you will play a pivotal role within the Operations team, driving the successful delivery of operational sponsor commitments and leading special projects across our global events portfolio. You will own the sponsorship tracker for all events and functions, ensuring benefits are delivered accurately, on time, and to the highest standard. Alongside this, you will oversee the operational delivery of awards programs, content-led features, and special events — acting as a key cross-functional liaison between Operations, Sales, Marketing, Content, and external suppliers. This role is ideal for someone who thrives in a fast-paced environment, is highly organized, and enjoys taking full ownership of complex deliverables. International travel to events will be required.

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

• We’re committed to creating a workplace where everyone feels valued, respected, and empowered to thrive.
• We welcome applicants from all backgrounds and do not discriminate based on race, ethnicity, religion, gender identity or expression, sexual orientation, age, disability, marital status, or veteran status. Diverse perspectives make us stronger and drive innovation.

What This Job Offers

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