The Coordinator, Marketing & Sponsorship, will provide administrative support to the Growth, Marketing & Sales Solutions team. Support department marketing and sponsorship efforts, including development and implementation of plans to enhance engagement, drive growth, and strengthen the organization’s brand. Represent IMN by demonstrating outstanding client relations skills in all areas of performance; specifically assure prompt, courteous and accurate responses to all client inquiries and consistently deliver superior service that reflects well on the company. Collaborate with Growth, Marketing & Sales team and staff members throughout IMN Solutions. Support department processes and technology. 

Key Responsibilities:

Department & Technology

• Provide support for all functions including creating/editing programs, reports, meeting notices, agendas; composing correspondence for routine items; coordinating conference calls, maintaining calendars, and setting appointments.
• Responsible for the coordination of daily meeting activities such as providing necessary background materials, fielding routing inquiries, coordinating communications, and maintaining digital files.
• Coordinate department project schedules and workflow. Collaborate with internal teams and external partners. Track and manage fulfillment deliverables using IMN’s project management tools.
• Support department technology efforts through maintaining website, customer relationship management (CRM) platform HubSpot on a regular basis, IMN’s project management software Smartsheet, Cadmium event platform (website, app), file management and organization in SharePoint, and email marketing programs.
• Participate and assist with coordinating regularly scheduled department and staff meetings.
• Assist in responding to internal and external requests.
• Responsible for submitting expenses and processing invoices.
• Coordinate with VP, Growth, Marketing & Sales to ensure adequate support for projects and activities. Special projects as assigned.

Marketing

• Maintain client marketing calendar to include email, social, print advertising and promotions, creating timelines and ensuring adherence to set deadlines.
• Responsible for the creation and ongoing development of email and social media campaigns, and coordination of promotional and on-site materials.
• Assist with executing comprehensive marketing strategies for client events (annual meetings, regional conferences, specialty meetings, educational programs, webinars).
• Assist with developing promotional materials (i.e. graphics, electronic media, print collateral, direct mail, signage, sponsor/exhibit prospectus) and campaigns to maximize event participation.
• Coordinate reports and assist with analyzing email and social media engagement data to identify trends and opportunities.

 Sponsorship & Exhibit Sales

• Maintain CRM and sales tracking systems (HubSpot, Ad Orbit) and assist with reporting and invoicing.
• Support fulfillment of sponsor/exhibitor deliverables, including collection of logos, ads, and recognition assets.
• Provide event support, including exhibitor logistics and fulfillment assistance.
• Assist with prospect outreach, proposal preparation, and agreement recaps.

Business Development & Relationship Management 

• Work with VP Growth, Marketing & Sales to coordinate and deliver client proposals.
• Prepare service agreements.
• Assist with coordinating IMN client events.

Collaboration & Engagement

• Maintain a positive, empathetic and professional attitude toward customers and internal teams at all times.
• Communicate with colleagues and efficiently manage the escalation process as needed.
• Work in a collaborative environment and encourage giving & receiving feedback.
• Embody IMN’s Core Values.
• Exercise attention to detail, organizational skills, ability to multi?task, strong interpersonal communication, strategic and analytical thinking.
• Work independently from home and provide a professional setting from which to conduct video and telephone calls.
• Travel to required client meetings.
• Manage multiple projects and deadlines in a fast?paced environment.
• Other duties as assigned and required.

Education: College degree or relevant certification in meetings or hospitality industry.

Experience & Qualifications: One to three years of relevant work experience. Meetings, project-based work, marketing and/or hospitality experience preferred. High level of attention to detail and excellent written, verbal and interpersonal communication skills. Must be highly proficient in Microsoft Office (Word, Excel, PowerPoint); and have strong digital literacy with experience or a demonstrated ability to learn, adapt and implement new technology.

Experience with software, programs and platforms such as Adobe Creative Suite (InDesign, Illustrator, Photoshop), Canva, Email platforms (MailChimp, SurveyMonkey, Constant Contact), Teams and Zoom preferred.

Strong time and project planning skills, with ability to manage projects via company’s project management software. Prioritize and accomplish tasks quickly and efficiently in a fast-paced and stressful environment. Strong organizational skills with an aptitude for accuracy. Ability to travel to select meetings and conferences as needed.