Sponsorship & Events Senior Coordinator

Sculpture by the Sea Incorporated seeks a highly motivated full time Sponsorship & Events Senior Coordinator to join our not-for-profit organisation.

Sponsorship & Events Senior Coordinator – Primary Purpose of the Role

The position is based in Sydney and reports to the Head of Corporate Partnerships. The role includes supporting the development of new sponsorships and working to continue excellent relationships with existing sponsors ensuring the delivery of all sponsorship benefits to a high standard demonstrating best practice within the agreed timeframe. You will provide day to day department administrative support as required across a range of duties working closely with key internal and external stakeholders. You will lead conversations with internal departments to facilitate the fulfillment of sponsorship assets across a variety of workstreams: brand & marketing, onsite activations, corporate hospitality & events and public programming. You will lead or support the broader organisation for all event planning and delivery.

Key Responsibilities & Required Skills

• Support the Head of Corporate Partnerships with:
  • All aspects of the delivery of contractual sponsorship benefits, including oversight of all activity related to individual sponsors which may involve building solutions and processes, signage and branding, marketing and content creation, invoicing, timelines, event planning and delivery, budgeting, and onsite activations.
  • You will manage the overarching sponsorship benefits matrix to support the successful delivery of all sponsorship campaigns.
• Support the Founding CEO & Artistic Director with:
  • All aspects of the delivery of contractual sponsorship benefits for the Snowy Valley Sculpture Trail.
  • It is expected this may include up to three shorter stay 2-3 nights visiting the Snowy Valley Sculpture Trail annually to be the key lead on event and sponsorship support.
• Demonstrate excellent relationship management skills which include;
  • To Serve as a primary contact for all fifth tier Event Partners and select fourth tier Supporting Partners including beverage, hospitality and venue partners which relate to the SXS sponsor corporate hospitality program, opening week events, and other SXS functions throughout the year.
  • Negotiate and contract the terms of agreement, and/or agreement renewals for all fifth tier Event Partners and some fourth tier Supporting Partners in consultation with the Head of Corporate Partnerships.
  • Build exceptional relationships with external event suppliers including negotiating cost saving solutions where possible, and being a champion for best practice sponsorship delivery.
• Department administration and support including:
  • Research for new sponsorship opportunities.
  • Draft detailed new business proposals.
  • Draft post exhibition reports including coordinating content requests from other departments and working closely with Marketing and Design to deliver each exhibition report within 90 days of the end of each exhibition.
  • Drafting partnership acquittals.
  • Manage and update the sponsorship benefits matrix, social media and signage schedules.
  • Manage sponsorship invoicing and updating the payment schedule.
  • Maintain SXS Internal Data Management system (ACT) with sponsor contact updates.
  • Work directly with marketing and design to coordinate and update all signage requirements for all sponsors each exhibition.
  • Work directly with marketing and SXS external social media agency to deliver the sponsorship social media obligations (e-news, FB, IG, LinkedIn) including working with sponsors to request or create content on their behalf.
  • Coordinate marketing partners including JCDecaux and Art Almanac including working with design on artwork and content deadlines.
  • Support the drafting of SXS media kit and media releases including requesting content or quotes from sponsors.
• Event management & delivery including:
  • Manage invitations, RSVP’s and guest lists. This includes sound proficiency of SXS Internal Data Management system (ACT), and marketing automation to create campaigns to communicate upcoming events to SXS guestlists.
  • Use Canva to create personalised invitations and menus for all SXS events;
  • Manage the SXS beverage allocation and delivery for each event;
  • Manage and recruit as required event runners and wait staff to support all onsite activity during the exhibition periods in Bondi and Cottesloe with the planning and delivery of SXS Corporate Hospitality Program.
  • Plan and ensure a high standard of delivery of the SXS corporate hospitality program for the Bondi and the Cottesloe Exhibitions. This entails negotiating with all event suppliers, detailed event planning, and the on the day logistics of all hospitality events for sponsors. This may include some late nights and weekend work as required especially during the exhibition period.
  • Manage all on-site partner activations with the support of the Head of Corporate Partnership, including supporting partnership WIP’s, timelines and deliverables.
  • Outside of the two exhibition periods you will also be a key lead in the delivery of our annual fundraising gala dinners (Sydney and Perth) and our Decade Club Dinner (Sydney) in September each year.

Key Relationships

The role reports into the Head of Corporate Partnerships.

Key internal relationships include:

• Founding CEO & Artistic Director;
• Company Manager;
• Chief Financial Officer;
• WA Stakeholder Consultant;
• Sculpture Sales Manager;
• Marketing Coordinator;
• Education Manager;
• Site & Logistics Manager;
• Event Runners; and
• Production Manager.

Key external relationships include:

• Existing sponsors including corporate, government, tourism, media partners; and
• Event suppliers may include; caterers, AV and event equipment hire, wait staff, and guest transportation.

Direct Reports include:

• Casual event runners; and
• Casual wait staff.

Your Capabilities, Experience & Qualifications

Essential Criteria:

• Relevant tertiary qualification in a related field (business studies, marketing, events, arts administration or similar).
• Minimum 3 years’ experience in a similar corporate sponsorship coordinator role working in a Major Events, Festival, Agency or not-for-profit organisation preferred.
• Strong problem-solving and stakeholder engagement and influencing skills.
• Excellent written & verbal communication skills.
• Excellent end to end project management and administrative skills.
• Strong end to end event project management and time management skills.
• Flexible and adaptable to working within a small very hands-on hard working team.
• Ability to manage multiple tasks, to be proactive and always keen to help and learn. 
• Essential skills: Microsoft Word, Excel, PowerPoint and mail merges; email and web searches.
• You must hold a valid and current Driver’s License.
• Desired skills: experience with database system (ACT), knowledge of design packages Canva and InDesign, and social media implementation.

Selection Criteria:

• Proven direct experience with running corporate hospitality events, including managing event runners, negotiating with suppliers, and ensuring high standard of event delivery.
• Demonstrated project planning and administration skills, including experience in leading projects to successful delivery within production timelines.
• Excellent interpersonal skills with the confidence and experience in engaging with a wide range of internal and external stakeholders.
• Have a passion for the arts and the drive to work in a not-for profit environment including a desire to develop your skills in a creative and driven organisation.
• Ability to work autonomously and in a collaborative team.
• Friendly, enthusiastic, and excited to join a small hard working team working to at times demanding deadlines during the exhibition periods.
• Confidence in working with a variety of internal and external stakeholders including exhibiting artists, our Founding CEO & Artistic Director, the wider SXS team, event suppliers, high profile sponsors, patrons as well as our board of directors.
• Willing and confident to work away from Sydney as and when required. This includes 4 – 5 weeks in Perth each March for Sculpture by the Sea, Cottesloe in shared accommodation and up to three shorter stay 2-3 nights visiting the Snowy Valley Sculpture Trail to provide event and sponsorship support each year.
• Proactive in identifying new learning opportunities, and to be able to problem solve in stressful situations and manage a varied and busy workload.

To Apply

Please send through your CV and a tailored covering letter addressing key criteria outlining why you would like to work at Sculpture by the Sea and what you will bring to the role, attention to Meg Gold Head of Corporate Partnerships meg.gold@sculpturebythesea.com.

Applications that do not address the selection criteria will not be considered.

Sculpture by the Sea is an Equal opportunity employer committed to embracing a diverse and inclusive work environment for all.

All applicants must have the appropriate visa status and unrestricted rights to work in Australia to apply for this role.

Organisation Overview

The Sculpture by the Sea exhibitions are a major feature on the Australian cultural calendar attracting artists and visitors from across the world.

Sculpture by the Sea Incorporated is a not for profit incorporated association (‘SXS’) which stages an annual series of free to the public outdoor sculpture exhibitions staged along the Bondi to Tamarama coastal walk in Sydney each mid October to early November, and along Cottesloe Beach in Perth each March.  Annually the two Sculpture by the Sea exhibitions feature approximately 180 sculptures of varying material, form, and scale, and have a combined estimated 750,000 engaged visitors.

In response to the Black Summer bush fires of 2019-20, in partnership with the communities in the Snowy Valleys in southern NSW we created the Snowy Valleys Sculpture Trail (SVST) as a permanent public sculpture collection to help with the socio-economic recovery of the area that had been devastated by the fires.  Launched in May 2022 with Commonwealth and NSW government disaster relief funding, the SVST has grown to over 60 sculptures by artists from 13 countries in 12 locations across 150km of the Snowy Valleys.  The SVST is a driving trail from Tumut to Tooma along the Snowy Valleys Way, the picturesque back road between Sydney and Melbourne.  With sculptures in towns, vineyard cellar doors, along creeks and the Sculpture Forest in Bago State Forest, the SVST offers destination and regional tourism opportunities to visit and discover the stunning southern region of NSW.

Sculpture by the Sea has changed the public profile of Sculpture as an Art form in Australia and has helped establish and grow the careers of many Australian sculptors, together with delivering major cultural, community, tourism, and education benefits across the country.

SXS delivers new and exciting exhibitions for our visitors each year, growing the international profile of Sculpture by the Sea and working with our sponsors and partners to exceed their business and communication expectations.

An almost unprecedented level of community goodwill is generated by our not for profit organisation. Proudly we remain free to the public, which would not be possible without our sponsors, donors and the army of dedicated volunteers that help make the exhibition possible each year.