Events & Sponsorships Coordinator - Dallas - Marsh McLennan Agency

Description

Summary

Responsible for managing the coordination, planning, and execution of internal and external events & sponsorships hosted by Marsh McLennan Agency's (MMA) Southwest region, with the goal of supporting business development efforts, increasing brand engagement and awareness, as well as improving and maintaining company culture. Additional responsibilities include regional marketing and communications support, vendor coordination, and internal communication liaison. The ideal candidate should be highly motivated, organized, detail-oriented, and possess strong written and interpersonal skills.

Essential Duties & Responsibilities

Events

• Manage and support the planning of events, both live and virtual, for both internal and external audiences.
• Work with MarComm team, executive leadership, heads of office, and other internal departments to plan and execute all MMA events.
• Events include, but are not limited to internal meetings, external client/prospect events, seminars, webinars, client entertainment events, etc.
• Maintain budgets for all events, including post-event reports demonstrating actual spend compared to budget.
• Research vendors, venues, and events through online inquiries, onsite tours, and event attendance.
• Negotiate proposals, contracts, and hotel agreements with venues and vendors.
• Manage communication with outside vendors, internal staff, producers, event sponsors, and attendees regarding event details and updates.
• Oversee the logistics and registration for all events, managing a database of attendees.
• Follow event planning processes and procedures to ensure all parties are kept informed of event status.
• Manage and maintain all projects within designated project management tools to support effective team collaboration.
• Collaborate with the creative team to communicate and support the creation of marketing deliverables associated with an event (email templates, social media graphics, landing pages, nametags, invitations, etc.)
• Set up and host internal and external regional webinars.
• Manage all gift and branded merchandise requests and purchases related to events.
• Maintain regional event calendar and monitor national event calendar to identify conflicts.
• Provide onsite support for company events assisting with logistics, set up, and breakdown.
• Work with the MarComm team on regional projects and assist where needed.
• Utilize Zoom, Smartsheet, and other event and engagement platforms effectively

Sponsorships

• Support the coordination and fulfillment of paid sponsorships, ensuring all deliverables and benefits are provided to sponsored partners throughout the event lifecycle.
• Support the management of paid sponsorships throughout the event lifecycle by assisting in the coordination and fulfillment of sponsor deliverables.
• Help oversee the provision and delivery of agreed-upon sponsorship benefits, such as branded materials, promotional items, hospitality arrangements, and speaking opportunities to sponsored organizations or events.
• Assist with logistics related to sponsor assets, including shipping, setup, and on-site support for booths, signage, and other promotional activities provided to sponsored partners.
• Collaborate with internal teams and sponsored entities to confirm receipt and satisfaction with deliverables, helping to address any issues that arise.
• Maintain accurate records of sponsorship commitments and deliverables to support contract compliance and internal tracking.
• Work closely with legal and finance teams to assist in managing sponsorship contracts, payments, and invoicing processes.
• Contribute to the evaluation of sponsorship effectiveness by gathering feedback from sponsored partners and internal stakeholders to support future sponsorship planning.
• Aid in identifying and recommending new sponsorship opportunities aligned with organizational goals and budget considerations.

Job Scope

This position requires a relationship-oriented individual with high personal standards and strong attention to detail. This individual should be comfortable working at a varying pace, managing multiple events, projects, tasks and deadlines simultaneously. This position interacts with a large group of internal colleagues and external vendors so the individual in this position should be an active communicator who can develop and maintain relationships. The individual should be positive, outgoing, and approachable, as well as work effectively with diverse personalities.

Requirements

• Bachelor's degree in Marketing, Communications, Hospitality, or other related area of study strongly preferred.
• At least three years of experience in corporate event coordination, marketing, or sponsorship management is preferred.
• Excellent written and verbal communication skills required. Strong knowledge of the structure and content of the English language, rules of composition and grammar, and AP style.
• Proficiency with personal computers and Microsoft Office applications (i.e., Word, Excel and PowerPoint) with the ability to operate standard office equipment is required.
• Skill in organizing resources and establishing priorities to effectively meet multiple deadlines.
• Demonstrated ability to develop, plan, and implement short and long-range event goals.

Work Environment & Physical Demands

• Ability to use computer keyboard and sit in a stationary position for extended periods.
• Work is performed in a typical interior/office work environment.
• This position requires the ability to stoop and bend regularly, and lift up to 25 lbs.
• 20-30% travel may be required. Travel consists of 1 – 2 overnight trips per month covering areas both in and out of state.
• Extended work hours may be required occasionally due to special events. Attendance and participation at networking, training, and industry functions may begin well before the workday and extend into the evening.
• Maintain a valid Driver's License and have reliable transportation.

Note: This job description is meant to be a representative summary of the major responsibilities and accountabilities performed by incumbents of this job. The incumbents may be requested to perform job-related tasks other than those stated in this description.