About HLTH: HLTH Inc. is a full-fledged community delivering unique value to healthcare industry participants through a mix of unparalleled events (including HLTH USA, HLTH Europe and ViVE ), inspirational content, and impact-driven initiatives ( HLTH Foundation ). Our mission is to empower individuals within the healthcare ecosystem to solve complex challenges, foster innovation, and catalyze change for good and for all. HLTH was founded in 2015 by serial entrepreneur and investor Jonathan Weiner, and acquired by Hyve Group, a global events company that connects industry professionals through in-person and online events, in 2024. Summary of the Role: We are looking to fill a coordinator role within the Global Sponsor Logistics team, working across our 3 events; HLTH USA, HLTH Europe and ViVE. This role is based in the UK with travel into our London (Paddington) office 3 days a week. International travel is required, as is flexibility regarding working hours. Working during US office hours will be required at times. You will report to the Head of Logistics and work with the wider Sponsor Logistics team to manage relations with our sponsors and deliver their activations at our events, ranging from exhibit booths to drinks receptions and custom branding exercises. This is a customer facing role, with a heavy focus on administrative tasks and data entry. You will be responsible for dealing directly with sponsors to ensure they have a smooth onboarding experience from the point of contract, through to show open and that accurate records are kept and maintained. Primary Responsibilities: Sponsor Correspondence Ensuring timely and efficient responses to all inbound communications via our dedicated sponsor email channels. Ability to respond to large numbers of queries as we get closer to the events. You will be able to multi-task and manage a large number of inbound emails and queries. Maintenance of sponsor records using our internal platforms (Salesforce, Hubspot and GSuite) and sponsor reference documents, working with the Logistics Managers to support where required. Collation of sponsor onboarding materials/ files as required during the event cycle; logos, booth artwork etc. Ensuring accurate records are kept for all submissions and that missing items are chased in a timely manner. Liaison with sponsors and registration team to request sponsor ticket codes and monitor sponsor registrations. Sponsor auditing and proofing Auditing event floor plans to ensure accuracy, referencing sponsor contracts where required, and flagging any discrepancies to the Logistics Manager. Updating the exhibition floor plan in line with sponsor sales. Reviewing sponsor inventory to ensure accurate reporting and updated records maintained. Maintaining up to date records of all sponsor logos and ensuring correct use in accordance with sponsor requirements. Proofing sponsor inclusion in marketing materials; email, website, onsite signage etc.) Reviewing sponsor inclusions in the event app and assisting with proofing and updating where required. Supplier & Venue Liaison Sharing of exhibitor lists with contracted partners/ venues, ensuring compliance with all relevant security measures. Onsite events Work onsite at each of our events; HLTH USA (Vegas), ViVE (Nashville/Los Angeles) and HLTH Europe (Amsterdam) from build up to breakdown (circa 7 days). Act as first point of contact for sponsors in the Organisers Office, assisting with queries and escalating to relevant team members/ departments as appropriate. Maintain records of onsite changes to the floor plan or any sponsor deliverables. Team & Growth Working with the wider Logistics team, this role will also assist with ad hoc projects in response to the needs of the business. This role provides the opportunity for hands-on experience on the biggest events in Healthcare and is a fantastic introduction to working in live events, with a lot of room for growth and development for the right candidate. Requirements Qualifications: 1 year’s experience working in an administrative function, familiarity with GSuite, Salesforce and Hubspot are an advantage. Relentlessly client focused with first class communication skills and ability to build and maintain relationships, with internal and external stakeholders. Detail orientated, with consistent attention to detail. Excellent time management skills, with the ability to manage own workload, prioritising where necessary. Comfortable working at pace, able to keep calm under pressure and proactively problem solve where necessary. Enthusiastic team player, open to receive and share feedback to make improvements and implement best practice. Technology Stack: CRM (for all event areas): Salesforce, HubSpot Workspace: Google (Gmail, Docs, Sheets, Slides) Events: MapYourShow, Floorplan Live, Swoogo, Swapcard, Docusign Internal Comms/Project Management: Asana, Slack, Benefits Salary & Benefits: Competitive compensation and benefits package including Bupa healthcare. 25 days annual holiday, (including 3 days end of year office closure) plus floating bank holidays.