Event Venue Specialist

EVENT & VENUE SPECIALIST

FIRST is a leading global brand experience agency providing Content, Creative, Digital Technology, Management & Delivery, and Data & Insights services. Operating as a full-service agency partner or through embedding specialist talent into client teams, FIRST brings brands and people together through creative, connected experiences.

FIRST works with clients across various industries, including financial services, technology, new & traditional media, aerospace, healthcare, and professional services. FIRST has received numerous accolades, including being named one of the Top 150 Event Organizers & Agencies in the USA by Eventex, being listed among the "200 Top Marketing Agencies" in 2023, 2022 & 2021 by Chief Marketer, being recognized as one of the "50 Top Event Companies" by Special Events, being included in the Top 100 "Best Places to Work in NYC" by Crain's New York Business, and being listed as one of the "1000 Companies to Inspire Britain" by The London Stock Exchange Group.

Learn more at www.firstagency.com

JOB DESCRIPTION

In this capacity, the ideal candidate would represent the FIRST brand as an implanted team member for a well-known technology company. The Event & Venue Specialist will consistently deliver exceptional service to our client through excellent operational and logistical facilities management. This position will be responsible for managing, supporting and/or executing the coordination of various events within the client’s meeting spaces. The role requires strong operational understanding and practical experience in event logistics and venue management.

In this role you’ll work with internal teams as well as external clients and vendor-partners on a daily basis as the central point of contact to coordinate the logistical needs of the event space.

Along with other FIRST team members, the Event & Venue Specialist  will represent the FIRST Solutions brand on-site within a well-known tech company. In this role you’ll work with internal teams to coordinate the logistical needs of the event space. This role will report directly into the Team Lead and will be based fully onsite. 

RESPONSIBILITIES:

Main responsibilities:

• Central point of contact to facilitate the venue’s logistical needs including the coordination of catering, audio-visual, security, swag/collateral, and transportation
• Manage booking requests/room blocks utilizing the client’s internal system and ensure calendar invitations are sent for prep meetings and speaker scheduling
• Administrative duties including supply management, event documentation and post event communications to key stakeholders
• Support on-site events as day of point contact for the client and customers
• Responsibilities associated with an event will include but may not be limited to: logistical and operational responsibility, establishing A/V, budget management, décor, staffing and catering 
• Manage client expectations on logistical issues and escalate issues as needed
• SWAG management, keeping accurate inventory of all supplies and ensuring sufficient stock
• Liaise and build relationships across different levels within the immediate team and the client’s organisation; effectively work cross-functionally
• Work with the team to ensure adherence to client standards of operations
• Be responsible for accurate and timely reconciliation of events
• Be proactive with ideas and creative solutions

QUALIFICATIONS:

• 2 - 5+ years’ event management and/or corporate meeting planning experience preferred
• Strong meeting coordination experience for meetings/conferences ranging between 50 – 300+ people
• Bachelor’s Degree (or equivalent) preferred but not required
• Experience working cross-functionally with all levels of stakeholders in a fast-paced environment
• Ability to understand the meeting/event objective and mission, business, and audience in order to align with the overall vision and strategy of the needs of the Event Host and event
• Organisational and time management skills
• Ability to execute tasks independently and efficiently
• Creative problem solver, resourceful, team player
• Adaptability to situations and ever-changing demands
• Highly organised with the ability to handle multiple tasks to meet strict deadlines
• Excellent time management and multi-tasking skills
• Ambitious and proactive with a calm and flexible approach to handling pressure
• Experience working on large and complex databases
• Proficient in Google Workspace

ADMINISTRATION & GENERAL:

• Assume responsibility for own environment, ensuring adherence to health and safety policies while having clean smart surroundings
• Work intelligently and ensure management is aware of problems or issues which negatively affect productivity
• Build excellent relationship with team through positive communications
• Ensure knowledge is shared within the team to enable them to work smarter and more efficiently
• Work on ad hoc requests from clients as required

The above is not an exhaustive list of all duties, responsibilities or qualifications associated with the job. Other duties may be assigned.