Employment Type: Full-time
Location: London
Work Site Type: Hybrid
Building a Brand Starts with a Story
FIRST is a leading global brand experience agency serving clients in various industries, including financial services, technology, new & traditional media, aerospace, healthcare, and professional services. FIRST has received numerous accolades, including being listed among the 2025 Most Innovative Marketing Agencies of the Year by Chief Marketer, named Top Agency of the Year 2024 by Event Marketer, highlighted as a Global Agency of the Year, over 100 Employees by C&IT, and listed among the "200 Top Marketing Agencies" in 2024, 2023, & 2022 by Chief Marketer.
Learn more at www.firstagency.com
What You Would Get To Do
The ideal candidate would represent the FIRST brand as a dedicated resource within our Solutions division and assume the role of Event Technology Coordinator.
Your Contributions
- The Event Technology Coordinator will support the Event Technology team with operations of technology, event websites/apps, data management and other analytics.
- Support team with event registration websites, app builds and all technological aspects of our events
- Database management to ensure consistency of information, accurate data, inputting new data when required and generating lists upon request
- Effectively communicate with internal and external clients over the phone, in person and via email; responding to all client emails within set SLAs.
- Assist in contacting clients for relevant information pertaining to the event
- Coordination of name badges, tent cards, place cards, departure notices, email confirmations, agenda, signage etc. where appropriate
- Lead onsite registration procedures, including training temp staff and monitoring attendee participation.
- Travel periodically to oversee attendee logistics and registration for offsite events.
- Create and distribute post event client surveys
- List manipulation to provide team members with relevant registration data, year on year statistics, and insight into varied elements and event analytics
What You Would Get To Do
The Project Manager is responsible for supporting clients with both internal and client-facing events and conferences, delivering exceptional service through effective project management and creative solutions. This role involves overseeing all aspects of event operations, from initial briefing to post-event reconciliation. Key responsibilities include managing project plans, collateral, registration, transportation, hotel accommodations, entertainment, food and beverage, audio/visual needs, webcasts, staging, speaker coordination, and event execution.
Your Contributions
- Full life-cycle planning and execution of multiple key events in a virtual, in-person and hybrid capacity
- Financial management, including: budget development and management, expense management and invoice processing, timely post-meeting reconciliation and final financial reporting
- Sourcing, negotiating and managing site selections, contract management for venues and suppliers
- Coordinate registration, food and beverage, transportation, hotel accommodations, entertainment, gift selection, audio/visual needs, webcasts, staging and speaker selection for all programs; strong focus on vendor management
- Work seamlessly with key internal partners on event deliverables (i.e. Marketing for print and digital design and collateral elements, Production on Audio Visual, Event Technology team on web builds, data team on attendee management, Legal and Compliance as required, etc.)
- Virtual event planning and project management including confirming appropriate virtual platform, creation of timelines, invitation process, thorough and regular communications to attendees, suppliers and stakeholders
- Co-plan with colleagues and the client on larger scale programs; strong team player
- Ensure adherence to the client’s standards of operation and policies and that compliance and risk guidelines are followed
- Assist with the training of new joiners
- Travel when applicable for site inspections and on-site management of live events to ensure full coordination of logistics and on-site teams for in-person events
- Post event wrap up including final attendees, budget reconciliation, observations, as well as client debriefs for year over year improvements
- Share knowledge of best practices, new suppliers, services and venues
What We Are Looking For
- Bachelor’s Degree Preferred
- Related experience in Data Management and Event Technology including entry level meeting planning and coordination (preferred but not essential)
- Highly motivated, able to work independently
- Exhibit strong work ethic, patience and a winning attitude
- Strong oral and written communication skills
- Flexible and willing to work outside normal business hours (evenings & weekends)
- Ability to travel for events when required
- Ability to manage multiple projects simultaneously
- Strong proficiency with Microsoft Office – specifically with Excel
#LI-TS1 #LI-Hybrid
FIRST is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. FIRST is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We stand firm: FIRST will not tolerate discrimination or harassment based on any of these characteristics. If any candidate feels that they are unable to meet the requirements of the role, please get in touch to discuss adjustments or other suitable roles.