• Position Type: Full Time, Non-exempt
• Salary: $25 to $27 per hour (commensurate with experience)
• Reports to: Director of Sponsorships
• Working Hours: 40 hrs/week (Monday–Friday), occasional evenings/weekends
• Travel: 6–8 conferences per year
• Location: On-site (Bellevue, WA). No remote or hybrid option

Overview

The Sponsorship Coordinator supports Binaytara’s mission by driving the execution of corporate sponsorships across a portfolio of oncology conferences. This role is responsible for building and managing sponsorship pipelines, conducting targeted outreach to pharmaceutical and healthcare partners, and coordinating sponsor participation from initial engagement through conference execution.

The Coordinator serves as the primary point of contact for sponsors and works cross-functionally with internal teams to ensure a seamless sponsor experience. This role contributes directly to sponsorship revenue growth by identifying opportunities, maintaining strong sponsor relationships, and ensuring timely contract execution and delivery, and is expected to operate in a results-oriented environment.

Key Responsibilities

Sponsor Outreach & Coordination

• Build and maintain a strong pipeline of sponsorship prospects for assigned conferences

• Research and identify relevant pharmaceutical, biotech, and healthcare companies, including appropriate contacts by territory or institution
• Execute outreach through a combination of bulk and personalized communication
• Continuously expand pipeline beyond minimum thresholds to maximize sponsorship opportunities
• Engage sponsors and prospects to secure participation across conferences
• Support development of proposals and materials using approved sponsorship prospectuses
• Serve as the primary owner of sponsorship agreements from creation through execution
• Track outreach, pipeline status, and contract progress; follow up with sponsors to ensure timely completion
• Act as the primary point of contact for sponsors throughout the sponsorship lifecycle
• Communicate key information including logistics, timelines, and deliverables
• Coordinate with internal teams (Logistics, Marketing, CME) to ensure sponsors receive all contracted benefits

Conference Execution and Financial Coordination

• Support sponsor-related logistics including exhibit participation, product theaters, and on-site coordination
• Ensure timely communication of setup instructions, requirements, and updates
• Assist with post-conference follow-up, including attendee data and sponsor communication
• Maintain accurate and up-to-date records of all sponsor activity in monday.com or designated systems
• Support reporting on sponsorship performance and outcomes
• Coordinate with Finance to initiate invoicing following contract execution
• Support tracking of sponsorship payments and follow-up as needed

Qualifications

• 1+ years of experience in coordination, sales support, or business development
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Ability to manage multiple projects and deadlines
• High attention to detail and accountability

Key Traits for Success

• Proactive and resourceful
• Strong follow-through and persistence
• Comfortable working in a structured, process-driven environment
• Able to balance high-volume tasks with attention to detail
• Team-oriented with strong communication skills

What Success Looks Like

• Consistently maintaining a strong and accurate sponsorship pipeline
• Timely execution of contracts and sponsor commitments
• Smooth coordination of sponsor participation across conferences
• Contribution to increased sponsorship participation and revenue