Event Administrative Coordinator - Intern

Building A Brand Starts With Our 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 us, 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. 
• Creative teams that enjoy challenging work with an ability to make an impact on those around them.
• 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.

Location: Jersey City, NJ - Client is in the Financial Services sector

In Person: This role necessitates being in person for 20 hours minimum per week, 3 days a week in office.  Start date January 20, 2025.

What You Would Get To Do:

FIRST is offering a paid internship program for undergraduate students, who are eligible to receive college credit, or graduate students wanting to gain experience in the events and experiences industry. We are seeking a highly motivated Intern looking to gain experience in a corporate environment while working with a dynamic group of event professionals. The Intern will represent the FIRST brand as an in-person implant in our Solutions account and provide administrative assistance to a team of Project Managers on a day-to-day basis.

Your Contributions

• Provide in person administrative support to a large team of Project Managers
• Support the organization, shipping and return/restock of event supplies and materials
• Assist in maintaining the overall upkeep and organization of two storage closets and the office space, replenishing and managing supply inventory and ensuring proper functioning of all office equipment
• Book meeting rooms and arrange for IT/AV resources and refreshments to facilitate internal and external client meetings
• Record notes at team meetings and internal trainings and prepare correspondence, reports, and presentations
• Assist with information/data cross-checks for event materials and collateral
• Manage and update Team Facebook
• Assist with simple event budget reconciliation entries
• Monitor email inboxes and respond to inquiries
• Assist the Event Technology team with tasks as needed (e.g. uploading photos/bios to an event app)
• Assist with the upkeep and updating of the internal training Hub
• Participate in planning and coordinating departmental events and special occasion celebrations
• Research and source new suppliers, photographers, gifts, contacts and venues and create outlines / PowerPoint presentations to show options
• Compile related paperwork including contracting and onboarding requirements
• Update and distribute internal documents
• Keep electronic event files and reports organized and up to date
• Monitor and distribute incoming mail
• Participate in and provide on-site support at events, as needed
• Offer proactive and creative ideas throughout the planning process
• Flag inefficiencies and present solutions
• Strict and accurate adherence to company’s time tracking policies and systems
• Time management and prioritization skills to ensure efficient functioning of schedules and office systems
• Demonstrate excellent research and organization skills
• Maintain the company’s standard operating procedures
• Act as an ambassador for the FIRST brand, leading by example and displaying the company’s core values (Ambition, Creativity, Excellence, Integrity, Teamwork)

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.

• Currently enrolled in an accredited college or university pursuing a bachelor’s or master’s degree
• Experience in an administrative function a plus, but not required
• Prior event coordination experience a plus, but not required
• Working knowledge of Microsoft Office
• Excellent project management skills, including attention to detail, multi-tasking, prioritization of tasks, attention to detail, and ability to meet strict deadlines
• Team player, able to take direction and run with it
• Excellent written and verbal communication skills
• Ambitious and proactive
• Highly organized with ability to handle multiple tasks to meet strict deadlines
• Proactive work style with the ability to work autonomously
• Strong adaptability to situations and ever-changing demands
• A calm and flexible approach to handling pressure and stress
• Build excellent relationships with team through positive communications
• Outgoing, comfortable interacting with individuals of all levels and providing input and guidance as needed

United States Residents: The base pay for this position is $20/hr for undergraduate $25/hr graduate students

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