Events and Sponsorship Administrator

Job Title: Events and Sponsorship Administrator
Reports to: Donor Experience Manager
FLSA Status: Exempt
Salary Range: commensurate with experience

Job Overview

The Events and Sponsorship Administrator is responsible for event logistics, vendor management, volunteer and committee coordination, identification, cultivation, solicitation and stewardship of corporate and individual sponsorships, and financial tracking. This position reports directly to the Donor Experience Manager (DEM).

Responsibilities:

Event Management and Coordination:

• Oversee all event logistics related to venue coordination, vendor management, timelines, audiovisual needs, rentals, catering, guest services, and on-site execution to ensure a seamless execution of all Conservancy events. Provides point of contact for corporate and individual sponsors, resulting in timely responses and strengthened sponsor relationships. Leads identification, cultivation, solicitation and stewardship of corporate and individual sponsors, resulting in increased revenue and a stronger sponsorship pipeline.
• Track corporate and individual sponsorships

Organizational Event Support:

• Supports organizational fundraising, cultivation and stewardship events, such as Magic Under the Mangroves,
       Annual Recognition Breakfast, Annual Members Meeting, and Red Snook Charity Fishing tournament
• Support private donor and cultivation events in collaboration with the DEM and Development staff.
• Ensure proper recording of Memorandums of Understanding (MOU) with corporate partners.
• Partner with the Facilities Team for event logistics.

Budget and Financial Management:

• Coordinates with accounting to ensure proper credit of gifts/pledges received.
• Requests Altru reports for internal and external purposes on philanthropic giving and progress towards goals, as well as benchmark reports as needed.
• Develop innovative approaches to generate new and higher levels of giving for new and existing partners.

Project Planning and Management:

• Train staff, interns, and volunteers associated with events, ensuring they are well-prepared and engaged.
• Implement use of project management tools (Monday.com) for event task oversight.
• Present suggestions for processes & procedures to improve communication and efficiencies.

Contracts, Compliance, Documentation, and Stewardship:

• Ensure stewardship program is implemented and adhered to for corporate partners, event patrons, and attendees.
• Coordinate event agreements, including contracts, leases, permits, and insurance.
• Ensure acquisition and adherence to necessary compliance documentation and all event data and documentation.
• Liaise with finance department for in-kind gift auction donation acceptance and new vendor contract review. 

Education and Experience

• Bachelor's Degree preferred in business or hospitality administration or marketing.
• Minimum of three to five years’ experience in non-profit event planning and management, including experience with high-grossing live and silent auctions.
• Experience working with diverse event committees.
• Ability to prioritize, process, and follow through with event planning and management systematically, with extreme accuracy and attention to detail.
• Excellent communication (verbal and written), budgeting, organizational, time management, interpersonal, and presentation skills.
• Well-organized and skilled in coordinating event logistics.
• Proficient in Microsoft Office applications; knowledge of Altru and auction management software is a plus.
• Ability to work independently and as part of a team.
• Willingness to work weekends and evenings as required.
• Reading and interpreting documents, both for understanding and for writing reports and correspondence.
• Effective written and verbal communication when addressing groups. Mathematical skills are necessary for calculating figures and applying basic concepts of algebra and geometry.
• Ability to define problems, collect data, and draw valid conclusions is crucial, along with interpreting technical instructions.
• Reasonable accommodations may be made to accommodate individuals with disabilities in fulfilling these essential functions.
• Valid driver’s license and good driving record.

Skills and Abilities

Certificates, Licenses and Registrations

The above statements describe the general qualifications required to perform the job and the general nature and level of work performed - not a complete list of duties; management may assign additional responsibilities.

Physical Demands and Work Environment

This job description recognizes that reasonable accommodations may be provided to enable individuals with disabilities to perform the essential functions of the role. The job entails:

• Regularly required to sit, stand and walk.
• Lift/move objects weighing up to 25 pounds.
• May spend time in the field, and experience exposure to Florida outdoor weather conditions.
• Use of hands for various tasks.
• Visual abilities include close and color vision, along with peripheral and depth perception.
• Noise level in the work environment is typically moderate.

Equal Opportunity Employer

The Conservancy of Southwest Florida is an equal-opportunity employer and provides reasonable accommodations to individuals with disabilities to perform essential job functions. 

Date Posted: 4/03/2026