Associate Venue Sourcing Manager

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 Associate Venue Sourcing Manager will consistently deliver exceptional service to our clients through excellent meetings management. This position is an integral part of our Venue Sourcing/ Client Solutions team and will be responsible for managing the venue sourcing process for various events as a dedicated resource within our Solutions division for a management consultancy firm.

The ideal candidate for this role will have excellent communication and negotiating skills and the ability to successfully manage stakeholder relationships. This person should also have good knowledge of hotels and venues nationwide, having built relationships with these venues and negotiated contracts.

RESPONSIBILITIES

• Venue Sourcing & Contract Management
• Provide site selection services for meetings and events
• Review venue contracts and client addendums for accuracy and negotiate where applicable
• Develop and submit RFP’s (Request for Proposals) via Cvent
• Consolidate information to fulfil client reporting requirements
• Ensure CVENT is kept up to date
• Manage space, rates, costs, concessions, and terms of contract agreements negotiations, and assist as a support partner to a lead planner on larger/ more complex events.
• Ensure allocated work is correctly logged and updated for venue sourcing monthly reports to management
• Cultivate and maintain relationships with internal and external clients and suppliers
• Maximize and closely monitor opportunities for increasing value adds, savings, and cost efficiencies
• Field questions and offer advice to team members to assist with VS creative problem solving
• Manage and ensure SLA’s (Service Level Agreements) are monitored and achieved throughout the venue sourcing process
• Contribute to the creation and deepening of a knowledge bank of venues, hotels, destinations, and services that ensures the FIRST team are providing expert advice and recommendations to clients
• Conduct site visits as required

QUALIFICATIONS

• 2 - 4 years event management or venue sourcing experience (familiarity with both an agency environment and financial or consulting clients is preferred)
• Project management skills, including budget creation, management, and reconciliation
• Experience with high-level conference and meeting management
• Ability to establish relationships and maintain a positive rapport with clients, vendors, and suppliers
• Excellent oral and written communication skills
• Negotiation, and contracting skills
• Knowledge of venues in regional and global destinations
• Knowledge of Cvent eRFP and budgeting modules
• Good/advanced working knowledge of the MS Office Suite
• Creative problem solver, resourceful, team player
• Calm and flexible approach to handling the pressure and stress of ever-changing demands
• Highly organized with excellent time management skills to handle multiple tasks and meet strict deadlines
• Ambitious and proactive
• Willing to travel when required

PREFERRED QUALIFICATIONS

• Working knowledge of key domestic and international destinations including venues and suppliers
• Demonstrated ability to collaborate with colleagues at all levels
• Experience with International events is a plus
• Demonstrate advanced client communication skills

ADMINISTRATION & 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
• Ensure knowledge is shared within the team to enable them to work smarter
• Accurate adherence to the company’s time-tracking policies and systems
• Work on ad hoc requests as required

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