Executive Assistant To Sponsorship Director
South By Southwest
Austin, TXThis was removed by the employer on 1/8/2019 5:18:00 PM PST
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Full Time Job
Executive Assistant To Sponsorship Director, Biz Dev & Client Services Support
Role Description
The purpose of the Executive Assistant to Sponsorship Director, Biz Dev & Client Services Support role is to work under the Director of Global Sponsorship and help with a variety of business development, client services and executive assistant tasks. These include: scheduling & travel/meeting planning for the Director of Global Sponsorship & the Sponsorship team, working with prospective brands and existing clients on program development, reporting on meetings/calls and in depth note-taking, file management, assisting with contracts, cataloging and database record management and having general knowledge of everything happening with the team pertaining to client services and business development.
Seasonal Dates: November 2018 – April 2019
Job Type
Seasonal
Department
Sponsorship
Required Skills
• Proficient in Google Docs, Google Drive
• Microsoft Word, Excel, PowerPoint, Keynote and FileMaker proficient
• Strong attention to detail
• Good communication skills
• Strong note taking skills
• Well-organized
• Ability to work in high pressure environment
• Strong work ethic and positive attitude
• Ability to interact well with clients in a friendly and professional manner
• Self-starter/sense of ownership
• Ability to problem solve and multi-task
Required Duties
• Scheduling all meetings and calls (both internal and external) for the Sponsorship team.
• Provide administrative support to Director of Global Sponsorship and the Sponsorship team.
• Coordinate all travel for the Director of Global Sponsorship and the Sponsorship team.
• Take extensive minutes for every call and meeting, including calling out next steps for team members and clients and follow-up on actionable items to ensure that projects stay on track.
• Document communication with every client, adding all notes to Sugar and Google docs, and keeping track of timing for follow ups and pinging clients for information owed to the team.
• Manage the Certificates of Insurance for all clients, both gathering their COI's and processing SXSW COI's to send to every client (including agencies and production companies when needed).
• Assist in spearheading prospect organization, including: outreach with materials to incoming clients, researching new brands with the team and helping with outreach to specific categories, detailed tracking of all communications with prospects/leads (including signed clients), owning all prospect doc updates and making sure all information is mirrored in Sugar CRM, and setting up lists for initial prospect outreach to all clients and past prospects for upcoming seasons.
• Assist with proposals and contracts including drafting initial language on smaller contracts and proofing larger long-form contracts.
• Assist with marketing materials and client recaps and expense reports.
• Liaison for all Sponsorship clients (and incoming prospects).
• Support Sponsorship clients' needs in order to give them a world class experience.
When applying, please submit resume and letter of interest and include ''Sponsorship Executive Assistant, Biz Development & Client Services Coordinator'' in the subject line.