Production Coordinator

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

The Production Coordinator will consistently deliver exceptional service and administrative support as it relates to event-ticketing requests for meeting spaces within our client’s offices. Along with other FIRST team members, the Production Coordinator will represent the FIRST Solutions brand on-site within a well-known tech company.

Your Contributions

• Coordinate all deliverables related to events for the Event Production team. Items include videos, decks, music, audio stingers, graphic elements, live stream links, etc.
• Schedule tech checks, rehearsals, and client meetings as needed to ensure the proper execution of technical requests for events.
• Provide high-level administrative support for the FIRST team on-site
• support and interact with internal event management systems.
• Meet regularly with cross functional stakeholders to determine event readiness.
• Work with the Event Production team to translate complex technical capabilities to non technical stakeholders and clients.
• Create a weekly schedule for Event Production technicians that best utilises skill set, team bandwidth, and efficiency.
• Manage internal event calendars.
• Provide event hosts with expert consultation on how the Event Production team can elevate the impact and engagement of their event.
• Coordinate with the Event Management team to ensure alignment on client expectations and event details.
• Create, manage, and track all quotes and expenses associated with events.
• Liaise with external vendors on rentals and billing for events.
• Routinely review and audit all financial documents for accuracy in billing.
• Book freelancer support as needed to support events.
• Work with the Team Lead to plan project operations, establish priorities and deliver elements to the client in timely manner
• Cultivate and maintain relationships with colleagues, clients and suppliers
• Work with the team to ensure adherence to client and agency standards
• Be proactive with ideas and creative solutions
• Provide support for other team members as required, including on-site support

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.

• Bachelor’s Degree or equivalent experience Preferred
• 1 – 3 years’ experience in meeting planning, production, AV sales, or AV operations.
• Ability to establish relationships and maintain a positive rapport with colleagues, clients, vendors and suppliers
• Strong oral and written communication skills
• Highly organised with excellent time management skills to handle multiple tasks simultaneously, meet strict deadlines, and maintain attention to detail
• Knowledge of Google applications or Microsoft Office Suite is preferred but not required
• Creative problem solver, resourceful, and a team player
• Calm and flexible approach to handling the pressure and stress of ever-changing demands
• Ambitious, proactive and flexible when dealing with ever-changing situations
• Demonstrated ability to collaborate with colleagues at all levels
• Must be fluent in English
• Ability to work onsite
• This role will be assigned to a primary location but will require flexibility to be deployed to support across the campus as required

Administrative and General

• Assume responsibility for own environment, ensuring adherence to health and safety policies while having clean smart surroundings
• Work intelligently and ensure that team management is aware of problems or issues which negatively affect productivity
• Accurate adherence to company’s time tracking policies and systems
• Work on ad hoc requests as required

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