The role of the Partnership Administrative Manager is to support the Partnership Department by providing exceptional administrative, accounting and operational support to TOTCF’s executive and fundraising staff. This role is vital to ensuring that Partnerships Managers are able to effectively manage their accounts, and that Partner needs are met in a timely and efficient manner. The Partnership Administrative Manager will be responsible for a wide range of tasks, from managing customer accounts to handling sales inquiries and overall support of the sales process. This role will also support general sales and marketing activities, such as updating and/or creating promotional materials and analyzing sales data and reporting on sales trends, in order to help the sales team identify opportunities and improve their performance. 

This position is full-time remote but requires travel for quarterly in-person meetings, occasional stakeholder meetings, and in-person participation at Tales of the Cocktail Foundation events as assigned.

Essential Core Position Functions & Responsibilities 

• Communicate with clients in person, on the phone, and by email, including but not limited to answering and screening calls, responding to and appropriately forwarding emails, and directing and facilitating partnership inquiries/leads.
• Ensure efficient use of Partnerships Team’s technology resources and processes
• • Update and maintain donor database and sales pipeline on a daily basis, ensuring data integrity through accurate data entry and ongoing clean-up efforts 
  • Process orders purchased via Shopify and reserved offline and input event information to Airtable, spreadsheets, Hubspot, et al, in order to maintain the continuity of the sales process.
  • Maintain product inventory, including uploading new products during our sales launch or as needed
  • Assist with the writing and editing of contracts, invoices, reports, and proposals and submission via approved software
  • Work with our legal team to approve contracts and redlines 
• Assist with the creation and maintenance of sponsor resources including: partner dashboards, FAQS, informational materials, forms, tasks, etc.
• • Facilitate automation on reminders for sponsors
  • Craft newsletters and relevant updates
  • Assist with Sponsor access to dashboards
• Act as key facilitator of cross-departmental communication and updates as it relates to sponsor updates and related logistics, programming, hotel, tasks
• Primary point of contact for audits of sales bulk uploads to ticketing applications, working with sales managers to ensure accuracy.
• Prepare accurate research on prospects and assemble materials for cultivation and solicitation visits; develop and maintain tracking systems as needed 
• Responsible for overseeing/coordinating annual updating of client lists, including contact information, roles and giving histories 
• Work with our Accounting team to provide the information needed for accurate invoicing 
• Assist with events planning as needed, preparing and managing Partnership registrations, onsite or online requirements.
• Monitoring and managing the partners@talesofthecocktail.org email inbox. 
• Other duties as assigned

SKILLS + EXPERIENCE

• Bachelor's degree or equivalent relevant work experience preferred.
• Proficiency in Google Drive, Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Experience with Airtable, Hubspot, Shopify, PandaDocs, Canva, or similar platforms is a plus.
• Ability to plan, organize, and complete a variety of projects and recurring daily, weekly, and monthly tasks within established standards, objectives, and time frames
• Ability to adapt and assist where and when needed to help accomplish departmental objectives and support new projects and initiatives
• Attention to detail including organization, data management, communication, and time management. 
• Exceptional written and oral communication skills
• Good customer service and interpersonal skills
• Friendly and outgoing personality
• Multi-tasking and time-management skills, with the ability to prioritize tasks
• Ability to work in a fast-paced, high-pressure environment

PERSONAL CHARACTERISTICS

• Committed to, and enthusiastic about, the mission and vision of TOTCF
• A strategic thinker who is adept at multitasking in a fast-paced environment, able to plan, prioritize, and organize individual and group activities and processes
• Able to work independently and take initiative
• Results-oriented
• An adaptable, flexible problem-solver
• Team-focused, enjoy working as part of an active group of highly engaged individuals, sharing information readily with co-workers, and listening to and respecting others; able and willing to assist co-workers in the development of their own professional skills in order to ensure the team’s success
• A person who presents a high degree of maturity, honesty, trust, sophistication, and integrity and cultivates these qualities in others

WORK AUTHORIZATION

• Must be currently authorized to work in the United States for any employee and provide documentation supporting this authorization.

PHYSICAL & MENTAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit, stand, walk; use hands and fingers, handle or feel; and reach with hands and arms.
• Maintain visual attention and mental concentration for significant periods of time
• Extended periods of sitting while using a computer or other devices are common.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• Must occasionally lift or move office products, marketing materials, and supplies, up to 20 pounds.

DISCLAIMER

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
• This job description shall not constitute or be construed as a promise of employment or as a contract between Tales of the Cocktail Foundation and any of its employees.

SIMPLE IRA, Medical, Dental, Vision, PTO, Sick Leave, Parental Leave