Job Summary
Years Experience
5 - 10 years
$79,500 Annual
Job Description

Our client, American Astronomical Association, a prestigious scientific association in DC whose mission is “to enhance and share humanity’s scientific understanding of the universe as a diverse and inclusive astronomical community”, has an immediate opening for a full-time Sponsorship & Exhibit Sales Coordinator to join their team. This is a great opportunity to work with a progressive company with fantastic benefits and culture.

The position is 35 hours per week with three days from their DC office on K Street and two days working from home (or all five days could be in the office if preferred).  Vaccination is required.  Approximately 15% local and out-of-state travel is required.  Salary is $79,500 per year.


The Sponsorship & Exhibit Sales Coordinator will be responsible for the development, promotion and marketing, sales, and coordination of American Astronomical Society's (AAS) exhibit and sponsorship programs, including the following:

  • Manage exhibit and sponsorship program operations for all live, virtual, and hybrid meetings, including selling exhibit booths and sponsorships, developing accurate budget projections, tracking, analyzing, and reporting on exhibit and sponsorship sales, and developing marketing material.
  • Coordinate on-site logistics for exhibitors and sponsors in the exhibit hall and sponsorship opportunities provided in conjunction with AAS meetings, registration, signs/banners, and other duties as assigned to accommodate needs of exhibitors and sponsors at AAS Meetings.
  • Grow exhibit and sponsorship program participation; develop prospects, engage in market research, and work with internal and external stakeholders to develop new and innovative sponsorship opportunities and industry partnerships.
  • Solicit Sponsorships for AAS and Division meetings including developing a range of sponsorship opportunities for a sponsorship prospectus.
  • Utilize telephone solicitation, electronic and written correspondence, and face-to-face meetings as tools in to reach and exceed the budgeted sponsorship and exhibit sales target for each conference.
  • Manage the Exhibit Process for AAS and Division meetings including developing the exhibitor prospectus.
  • Order sponsorship-related paraphernalia and supplies for AAS and Division meetings.
  • Solicit sponsorships for participation in Graduate School fair and orientation.
  • Manage the online exhibits registration process for AAS and DPS conferences.
  • Participate in site visits as appropriate for arranging Exhibit floor and documenting meeting spaces with photos.
  • Work with vendors to coordinate set-up, decorations, and audio-visual needs for exhibit hall.
  • Work with decorator in coordinating exhibitor arrangements and set up during tradeshows and live events.
  • Provide Exhibit and Sponsor-related Web Content for Meetings as needed.
  • Create content and edit as necessary, meeting program and app content related to exhibits and sponsors, including exhibit floor layout details and maps.
  • Serve as the key liaison with the Communications department for onsite collateral material (onsite exhibitor listing in program, signs, etc.), conference prospectus creation, and review of all marketing materials for accuracy.
  • Ensure effective and timely communication with AAS colleagues, sponsors/exhibitors, and vendors regarding exhibit show details and deliverables.
  • Ensure exhibit show details are available as early as possible for all stakeholders to allow for efficient planning and manage the adherence to the exhibitor kit rules and regulations.
  • Manage the online exhibits registration process for AAS and Division of Planetary Science (DPS) conferences with one temporary staff member as necessary.
  • Promote the use of and be a subject matter expert for the exhibitor management system.
  • Provide excellent and professional customer service to organizations who request assistance with online registration to ensure smooth transactions for online payments for exhibits and sponsorships.
  • Manage the exhibit hall for all conferences. Collaborate with the show decorator in the floor plan creation, the Fire Marshall approval process, and overall show decorator’s responsibilities from creation through implementation of the approved plan.
  • Manage all onsite logistics.
  • Create a process that ensures that all conference information is accurate (i.e., complete list of exhibitors/sponsors and corresponding information for use online and in print, advance registration and mailing lists, etc.).
  • Manages onsite show logistics in conjunction with volunteers, where appropriate.
  • Assist in the development and distribution of evaluation instrument and analyze results.
  • Collaborate with the Program Committees to communicate status of sponsorships, exhibits, and advertisers, where appropriate.
  • Track and manage department budget expenditures and coordinate with finance and accounting to ensure prompt payment of invoices.
  • Utilize Photoshop, illustrator, Canva or similar software to develop prospectuses for events. 


  • Bachelor’s degree, preferably in marketing, business administration, or a related field.
  • CEM certification preferred or willingness to become certified within one year of hire.
  • Drupal software experience a plus. 
  • Five (5) or more years of experience in business development or client management required, or an equivalent combination of relevant experience and education/training required.
  • Experience with scientific associations or scientific events preferred.
  • Experience working with higher education institutions broadly, with associations or with a vendor serving the advancement community required. 
  • Demonstrated knowledge of and success in growing exhibit and sponsorship sales in the not-for-profit sector that allows the position to serve as a trusted consultant.
  • Must have technical proficiency with Microsoft Office (Word, Excel, and PowerPoint), vFairs, Cadmium, Pathable or CVent or similar online meeting platform and association and exhibitor management systems required.
  • A demonstrated interest in advancing education in the not-for-profit sector.
  • A strong commitment to contributing to an organizational culture that celebrates diversity and inclusion.
  • Excellent communication skills, verbal and written, that allow engagement with levels of all stakeholders within an organization.
  • Experience using iMis a plus.
  • Good interpersonal skills and proven ability to work independently and collaboratively.
  • Ability to lead and participate in teams.
  • Ability to work in a fast-paced environment, and strong project management skills that ensure ability to manage multiple priorities and deadlines.
  • Experience with in-person, virtual, and hybrid events required. 
  • Experience working with a decorator and audiovisual vendors required. 
  • Non-profit experience preferred. 
  • A pro-active and can-do attitude, even when working under pressure and with all levels of staff.


American Astronomical Society offers a competitive salary plus an exceptional benefits package, including ten percent of salary added to a company pension after one year of service, generous sick and vacation time, 14 paid holidays, comprehensive medical with a choice of three plans, dental, vision, life insurance, short-term disability and long-term disability, parking and commuter benefits, tuition reimbursement, and professional development opportunities.

Their goal is to be a diverse workforce that is representative of our communities. We strongly encourage women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, people of all ages, and veterans to apply. We are committed to building a team that is inclusive of a variety of backgrounds and perspectives.

EEO Employer

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Job ID: 339704191

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