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Assistant, Sales & Sponsorship

Non-Exempt

Position Title: Assistant, Sales & Sponsorship 
Department: Sales & Sponsorship
Reports to: Senior Manager, Sales & Sponsorship

Primary Purpose of the Position:
The Assistant, Sales & Sponsorship is responsible for assisting in benefit fulfillment, financial and data management, and customer service for sponsors, exhibitors, and other high-level supporters of all BIO events.  Strong communication skills, attention to detail and ability to succeed in a deadline-driven work environment are essential.  

This position works across all departments within BIO to ensure proper execution of the entire sales cycle, from prospecting to onsite logistics to post-event analysis. Other responsibilities include vendor management and CRM administration. 

Responsibilities:

  • Working knowledge of BIO’s portfolio of events, and the ability to communicate the value proposition associated with sponsorship, exhibiting and other promotional opportunities at each event
  • Assist Sales & Sponsorship team working with Finance department to:
    • Ensure customer payments believed to be paid have been received
    • Open communication to ensure payments are posted in timely manner
    • Work to resolve any discrepancies for customer payments
    • Prepare, route and track external and vendor contracts as needed
    • Track monthly team spending vs. the yearly budget
    • Work on yearly budget/audit process
  • Provide administrative support to the Sales & Sponsorship Team as needed.  This may include:
    • Preparation of expense reports
    • Support of the departmental technology platforms (Host Analytics, Salesforce, Wrike, Fonteva, Map Your Show)
    • Distribution of sales mailings, sponsorship thank you notes and letters as necessary
  • Assist with invoicing and collections for all sales functions of BIO’s portfolio of events, including the BIO Convention (Exhibits, Sponsorships, Promotional Opportunities and Advertising) and assigned BIO meetings
  • Support development of sponsorship materials and serve as fulfillment lead for assigned BIO meetings
  • Assist in generating Salesforce reports for quarterly financial progress reports for Sales & Sponsorship team
  • Work with the registration team to ensure appropriate registration types are programmed and distributed appropriately
  • Liaison with marketing, education, and operations teams to ensure sponsors/exhibitors are recognized properly on website, promotional materials and other communications
  • Track and communicate status of advertising and promotional opportunity sales to outside vendors/consultants as needed
  • Work with operations team on signage, display approvals and other onsite sales needs
  • Assist BIO sales teams’ in supporting online platforms as necessary (sponsorship page/s of BIO website, social media accounts, etc)
  • Other tasks as needed

Requirements:

  • Proficient in Microsoft Suite; advanced proficiency in Microsoft Excel a plus
  • Familiarity with CRM databases and/or sales automation products (Fonteva, Salesforce, etc)
  • Excellent communications skills – written and verbal (face to face, telephone and, e-mail)
  • High-energy team player and quick learner able to multi-task and prioritize
  • College degree or at least 2+ years of experienceCustomer service and/or sales experience a plus
  • Non-profit or membership organization experience a plus
  • Ability to travel as needed (<10% of the time)