Job Overview
Are you the person who loves turning chaos into organization, building relationships, and seeing months of planning come to life at unforgettable events? If you thrive in a fast-paced environment where no two days are the same, we'd love to meet you.
Outside the Box Productions is seeking an Event Sponsorship Coordinator to help bring fundraising galas, golf tournaments, nonprofit events, and corporate experiences to life. This role is perfect for someone who enjoys project management, client interaction, sponsor relations, and event execution while making a meaningful impact for organizations that change lives.
As our Sponsorship Coordinator, you'll manage sponsorship campaigns from start to finish—creating sponsorship materials, tracking commitments, coordinating sponsor benefits, communicating with clients and donors, recruiting volunteers, and ensuring every detail is flawlessly executed before, during, and after each event.
You'll work alongside an experienced team that values creativity, collaboration, accountability, and thinking "outside the box." If you're highly organized, proactive, and enjoy juggling multiple projects while building lasting relationships, you'll fit right in.
What You'll Love About This Role
- Be part of events that raise millions of dollars for nonprofits and community organizations.
- Experience a career where every project is different and every event tells a unique story.
- Enjoy a collaborative team environment that values initiative, creativity, and professional growth.
- See the direct impact your work has on organizations and the difference we can help make for them.
Responsibilities:
- Sponsorship Fulfillment
- Volunteer Coordination
- On Site Event Management
Sponsorship Fulfillment Includes:
- Guest Lists
- Follow Up Emails
- RSVP Forms
- Invoices
- Collect and Track all Sponsorship Information to be updated daily
- Send Client Sponsorship Tracking Weekly to verify accuracy
- Collect monies and get to client
- Follow up weekly with sponsors to ensure getting all information
- Maintain Guest Lists based on RSVP Information
- Bidding platform items include emails and cell phones for each guest
- Upload Guest information into bidding platform when auction is ready to be opened
- Work with appropriate staff member to ensure:
- - Signage needed for Sponsorship fulfillment is ordered
- - Table Name Cards are printed accurately
- - Final Guest count for catering (and other items such as golf, etc)
- - Final Table count for rentals and layouts
Some accounts will also include:
- Hotel Room Management
- Swag Procurement/Tracking
VOLUNTEER RECRUITMENT & MANAGEMENT:
- Recruit Volunteers for events assigned
- Create & maintain Volunteer Needs Spreadsheets
- Create & maintain Volunteer Sign Up Spreadsheets
- Create Volunteer Information Packets
- Run Volunteer Training Meetings
- Manage Volunteers on Event day
ALL STAFF ALSO RESPONSIBLE FOR:
- Update Trello Daily (Project Management)
- Update Clockify Daily (Project Time Tracking)
- Keep Weekly/Daily Tasks current
- Attend Applicable Meetings
- Event Recap Notes
- Event Coordination of OTB events as assigned. This includes, but is not limited to:
- Pre Event Meetings and Walk Thru’s + Post Event Recaps
- Set-up and Breakdown + Manage assigned area(s) of events
- Assist on any and all projects as requested
- General Office Administration - Ensure telephones and e-mails are answered in a timely and professional manner, keep organized and neat hard copy and computer files, keep your work area and Outside the Box office neat and organized, assist with keeping office supplies replenished and keep all Outside the Box storage items, notebooks, website and back-up materials organized and updated at all times
Compensation & Allowances
- Phone Allowance
- Mileage Reimbursement
- Paid Time Off (2026 shows 36 comp days plus vacation)!
- WFH – Days will be allotted during the non-busy seasons (not applicable during event weeks) as determined by CEO
- 401K Plan Option after 1 year of employment
- Healthcare compensation after 1 year employment – up to $150 per month with proof of insurance
- Employee Retreats
Requirements
- Bachelor’s Degree
- Minimum of 2 years Event Planning/Production experience
- Must have extremely strong organizational skills
- Work well in a team environment as well as work independently on all tasks and assignments
- Strong client and sales skills and able to manage and plan multiple projects in an organized manner
- Must have very strong computer skills including Microsoft Outlook, PowerPoint, Word and Excel which are essential
- Excellent creative, organization and planning skills
- Must have excellent communication skills and ability to interact on a professional level with all clients and vendors
- Capable of making presentations to clients
- Able to work extended hours including weekends, weeknights as necessary
- Some Travel Required for out of town events
- Able to project the “Outside the Box” personality – this means enthusiasm, energy and a Positive Mental Attitude at all times!
This position is ideal for someone with event planning or project management experience who enjoys both office coordination and being onsite where the action happens. Evening and weekend work is required during event season.
If you're organized, energetic, detail-oriented, and excited to create exceptional experiences while supporting meaningful causes, we'd love to hear from you!
Pay: $42,000.00 - $47,000.00 per year
Benefits:
- 401(k)
- Flexible schedule
- Paid time off
Work Location: In person
