Event Service Specialist - Fixed-Term Contract

Building a Brand Starts with a Story

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 

PLEASE NOTE THIS ROLE IS A FIXED-TERM CONTRACT UNTIL DECEMBER 2024.

JOB DESCRIPTION

The Event Service Specialist will consistently deliver exceptional service to our client through excellent event service delivery. Along with other FIRST team members, the Event Service Specialist will represent the FIRST Solutions brand on-site within a well-known tech company. In this role you, your main focus will be to be the primary point of contact to successfully execute events, working with the FIRST team and various internal service providers.

Your Contributions

• Primary contact on the event day for event hosts, working hand in hand with event managers and service partners to ensure appropriate execution and service delivery in each area of event support including catering, audio/video production, security, transportation, and room setup support.
• Work across various event spaces, traveling between different floors and buildings throughout the day
• Coordinate and execute event logistics, including manual handling, lifting/moving boxes (15kg/35lbs) and other items like tables and chairs as needed, packaging, taping, labeling, and sorting tasks.
• Remain at times in a stationary position for prolonged periods throughout the day to support the running of our events
• Move around in different positions to accomplish tasks in environments including tight and confined spaces (moving packages in storage rooms, coat rooms, etc)
• Reviews all event needs and re-confirms or clarifies any areas of concern prior to event
• Support events onsite which could include managing multiple events a day
• Troubleshoot issues and escalate any advanced needs to the appropriate internal partner
• Communicate any pertinent adds/changes to the event team and supporting services lines as needed (i.e.: guest count changes, schedule changes, room setup or catering changes)
• Assist event managers in the planning of large-scale events
• Support the end-to-end planning for small-scale events as needed
• Provide administrative support for event managers by keeping tracking tools, event planning documents and internal planning systems up-to-date and accurate
• Responsible for compiling reports related to on-site events including post-event data
• Support the Guest Services team as needed, which could include but is not limited to guest check-in, wayfinding, swag organization and distribution and answering questions on event details

What We Are Looking For

• Please be aware that we know experience does not always look like we describe it. If you believe you would be an excellent fit for this role, please apply - we would love to see how you could fit at First.
• 0 – 1+ years’ event coordination experience including internships or other applicable experience related to the responsibilities of the role
• Bachelor’s Degree preferred
• Must be fluent in English
• Must be able to work fully on-site
• This role will be assigned to a primary location but will require flexibility to be deployed to support across the campus as required. This is an on-site position.
• Knowledge of basic and fundamental standards of event management and event operations
• Excellent interpersonal, communication and organizational skills
• Experience working cross-functionally with various levels of stakeholders in a fast-paced environment
• Creative problem solver, resourceful, team player
• Adaptability to situations and ever-changing demands
• Highly organized 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 is a plus
• Flexibility of hours, must be willing to work mornings, evenings and potentially weekends as needed

Administrative and 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 relationships with teams 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

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