Exhibits and Sponsorship Manager, MDS

Exhibits and Sponsorship Manager

CLIENT ASSOCIATION(s): International Parkinson and Movement Disorder Society, MDS
POSITION REPORTS TO: Director of Business Development, MDS
DIRECT REPORTS: None
EMPLOYEE STATUS: Exempt, Full-time (Minimum of 37.5 hours/week)
ROLE TYPE/LEVEL: Mid-Level, Non-Supervisory

CLIENT/DEPARTMENT OVERVIEW:
The International Parkinson and Movement Disorder Society is a non-profit medical professional society of more than 12,000 influential clinicians, scientists, and other healthcare professionals from around the world dedicated to improving the care of patients with Parkinson’s disease and movement disorders through education and research.

JOB OVERVIEW:
The Exhibits and Sponsorship Manager provides high-level project management and administrative support to the Director of Business Development in the coordination of the MDS International Congress, the Asian and Oceanian Parkinson’s Disease and Movement Disorder Congress (AOPMC), and the Pan-American Section Congress and related leadership activities. This position focuses on the annual International Congress, triennial PAS Congress and triennial AOPMC exhibition and Sponsorship deliverables.

POSITION RESPONSIBILITIES (minimum of 37.5 hours/week):

• Manage the exhibits and sponsorship deliverables for all MDS Congresses. Maintain contact/mailing list, prepare the sponsor/exhibitor prospectus after researching space limitations and regulations, and act as primary liaison to all exhibiting companies
• Handle supporter and exhibitor inquiries
• Manage all deliverables related to Congress supporters and exhibitors
• Prepare the exhibitor and Corporate Therapeutic Symposia (CTS) service kit/manuals and distribute
• Work closely with decorator, venue and other contractors to coordinate all logistics and perform booth assignments
• Maintain/manage timelines related to exhibitors, industry supporters and vendors for all Congresses
• Onsite management of exhibitors and any Supporter activities (CTS, Innovation Showcases, Scientific Pavilions) at all Congresses; this includes creation of exhibitor packets, onsite registration and handling any issues that may arise
• Support assigned Committees, Task Forces, Study Groups or other workgroups as needed to achieve objectives, including, but not limited to, development of reports, agendas, minutes, timelines, action plans, correspondence, and other presentation materials
• Assist other MDS staff teams or EDI client groups as needed
• Other duties as assigned.

SKILLS AND QUALIFICATIONS:
This position maintains a high level of responsibility, exercising discretion and sound, independent judgment in leading projects and performing assigned tasks. The ideal candidate will:

• Have great attention to detail
• Be responsive to internal and external contacts
• Be well-organized and comfortable with record-keeping
• Have impeccable communication skills
• Be adaptable to changing needs
• Possess a natural curiosity and desire to seek solutions

EDUCATION/EXPERIENCE:

• Bachelor’s degree, previous association management experience and familiarity with nonprofit boards of directors preferred
• Project management, meeting/event planning and communications experience strongly desired
• Excellent organizational and verbal and written communication skills required
• Word processing and spreadsheet skills in MS Office environment essential

TRAVEL REQUIRED:
Up to 2 weeks per year including some international travel; some early morning/evening and weekend work required.

WORK ENVIRONMENT:
This is a full-time position located in our office in downtown Milwaukee, WI and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) are a requirement of the role.

PHYSICAL REQUIREMENTS: (lifting, packaging, etc.)
Occasional lifting of up to 50 lbs. may be required.

ADDITIONAL INFORMATION:

• Occasional early-morning or late-evening virtual meetings with international sponsors or vendor contacts may be required during peak planning periods
• Work hours onsite during an International or Regional Congress may include evenings and weekends