Supporting the Relationship and Partnering Officer
We are looking for an organised and proactive individual to provide administrative and coordination support for sponsorship and exhibitor activity. The role will support the process of securing sponsorship and exhibitor packages, ensuring documentation is accurate, agreements are issued and tracked, invoices are drafted and raised, and sponsor/exhibitor communications are managed professionally.
The successful candidate will be a strong communicator with excellent attention to detail, able to manage documents, track actions, follow up with stakeholders, and support outreach and promotional activity.
Key responsibilities
1. Sponsorship and Exhibitor Administration
Support the administration of sponsorship and exhibitor packages, including maintaining trackers, recording key information, monitoring progress, and ensuring actions are followed up in a timely manner.
2. Contract and Agreement Support
Assist with preparing, reviewing, formatting, and issuing sponsor and exhibitor agreements, ensuring the correct wording is used and documents are filed appropriately. Coordinate the signing process and keep accurate records of issued, signed, and outstanding agreements.
3. Invoice and Payment Coordination
Support the drafting and raising of invoices for sponsorship and exhibitor packages, ensuring details such as package type, organisation details, amount, purchase order information, and payment dates are accurately recorded.
4. Sponsor and Partner Outreach
Help identify potential sponsors, exhibitors, and partners by researching relevant organisations and contacts. Support email outreach activity, follow-up communications, and the maintenance of contact lists.
5. Marketing and Campaign Support
Assist with sponsor and exhibitor promotion, including supporting social media campaign activity, preparing draft copy, coordinating basic campaign assets, and helping ensure sponsor benefits are delivered as agreed.
Skills and experience
The ideal candidate will have:
- Strong organisational and administrative skills
- Excellent attention to detail
- Good written and verbal communication skills
- Confidence dealing with external stakeholders, sponsors, exhibitors, and internal teams
- Ability to manage documents and file information accurately
- Experience using Microsoft Office or similar tools
- Ability to track actions, deadlines, agreements, invoices, and follow-ups
- A proactive and professional approach
- Experience with contracts, invoices, events, sponsorship, marketing, or business development would be helpful but is not essential
Personal Attributes
- Organised and reliable
- Detail-oriented
- Professional and confident communicator
- Able to work independently and follow instructions
- Comfortable managing multiple tasks at once
- Proactive in chasing information and keeping records up to date
- Discreet and professional when handling agreements, financial information, and sponsor details