Project Manager - Corporate Events

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.

FIRST also understands that businesses worldwide, including ours, need to adopt more sustainable and socially responsible practices. Our vision of sustainability at FIRST is about fostering a People-centric, Purpose-driven & Planet conscious culture.

Learn more at www.firstagency.com

Our story started over 25 years ago growing through collaboration, innovation, strong culture, and a focus on people, specifically our people. Our people inspired, developed, and grew FIRST to the incredible brand experience creator it is today. 

And our hope is that you become the next page of our story in developing how our agency connects more people beyond what they thought was possible.

A welcoming, creative and ambitious workplace that offers personal and professional growth for all individuals. 

At FIRST, you'll find:

• A welcoming workplace that fosters diversity and belonging with a focus on team members feeling valued, respected, and supported. 
• An experiential organization that cares about the development and career experience of each employee, focusing on excellence and flexibility with the right balance of structure to thrive.
• Creative teams that enjoy challenging work with an ability to make an impact on those around them.

What You Would Get To Do

In this capacity, the ideal candidate would represent the FIRST brand embedded within a Solutions account for a Financial Services company. FIRST Solutions is the proprietary strategic meetings management model offered by FIRST, which embeds specialist talent into organizations to provide Content, Creative, Digital Technology, Management & Delivery, and Data & Insights. The Project Manager will consistently deliver exceptional service to our high-touch clients through excellent project management and creative solutions. This position will support virtual, in-person and hybrid events internationally which include but are not limited to; internal programs, client-facing events including conferences, hospitality, thought leadership, sporting, and cultural programs. 

Your Contributions 

• Full life-cycle planning and execution of multiple key events in a virtual, in-person and hybrid capacity
• 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
• 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, transportation, hotel accommodations, entertainment, gift selection, audio/visual needs, webcasts, staging and speaker selection for all programs; strong focus on vendor management
• Work with the team to ensure adherence to the client’s standards of operation and policies; ensure compliance and risk guidelines are followed
• Global Travel (when applicable, approximately 20-30% annually) 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, suggestions for following year, as well as client debriefs for year over year improvements
• Co-plan with colleagues and the client on larger scale programs; strong team player
• Mentor team members or manage a team. Management responsibilities, if applicable include:
• Managing vacation schedules for direct reports ensuring coverage for the client at all times including providing coverage when team members are out of the office on vacation or for an event
• Oversee workload of the team ensuring day to day understanding of capacity/pressure points
• Management of staffing assignments considering individual team members capacities and capabilities 
• Management of personal development reviews for direct reports
• Lead and motivate direct reports, encouraging a productive and positive atmosphere
• Create and closely monitor value adds at every opportunity and demonstrate commercial awareness
• Share knowledge of best practices, new suppliers, services and venues
• Deepen relations with existing clients and maximize on all opportunities to generate new business

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. 

Extensive event coordination experience required, in a corporate or financial services environment preferred.

• Advanced experience of events, conferences, meeting and production management, including but not limited to C-level executive events, cocktail receptions and dinners, meetings and multi-day events
• Bachelor's degree preferred or equivalent practical experience
• Extensive experience in working with and managing senior clients 
• Second language in addition to English is preferred (ideally French or German)
• Advanced project management skills, including: budget creation, management and reconciliation
• People management experience preferred, not required as not all Project Managers will have management responsibilities
• Motivated, self-starter, ability to work independently and project plan; ability to think innovatively
• Excellent project management skills with the ability to manage multiple projects simultaneously; proven ability to work well under pressure to meet established deadlines
• Proven ability to mentor team members, development operations, organizational systems and processes 
• Proven ability to think innovatively to bring events/programs to fruition
• Leadership/influencing/negotiation and decision-making skills
• Resourceful individual with the ability to take direction and work independently; be proactive with ideas and creative solutions
• Customer focus, approachable; ability to adjust to client needs and style and deepen relationships in support of their programs; adapt to ever changing demands and different client work styles
• Strong client management skills
• Strong oral and written communication skills
• Ambitious, proactive and highly organized
• Willing to travel to various locations globally for site-visits and on-site management of events
• Experience working with large and complex databases, Cvent experience preferred
• Proficient with Microsoft Office
• Knowledge of venues and suppliers in key cities, within UK and across the globe 

Administration & General

• Work intelligently and ensure that the Operations Manager and Team Lead are aware of problems or issues which negatively affect productivity
• Strict and accurate adherence to company’s time tracking policies and systems
• Ensure knowledge is shared within the team through positive communications
• Flexible and willing to work long hours (evenings, weekends) and travel 
• Work on ad hoc requests from clients as required
• Assume responsibility for own environment, ensuring adherence to health and safety policies while having clean smart surroundings

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