Attendee Data Coordinator (Events & Experiences)

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: New York, New York (Hybrid)

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 Attendee Data Coordinator role will support meeting planners to consistently deliver exceptional management of attendee registration functions to conferences and events. S/he will be responsible for managing attendee data for many internal and external events and conferences while maintaining relationships with the event stakeholders in collaboration with other team members. A background in customer service and handling sensitive information is helpful.

Your Contributions 

• Working with event planners on overall registration management for a high volume in-person, hybrid and virtual corporate events
• Heavily assisting with edits, testing and backend updates to the registration site with accuracy and consistency
• Database management to ensure consistency of information, accurate data, inputting when required, generating lists and analysis upon request
• Diligent handling of confidential invitee data, ensuring information is consistent and accurate and following compliance guidelines of handling sensitive information (PII)
• Manage event communications such as save-the-dates, invitations, reminders, confirmations, surveys, etc.
• Assist attendees and stakeholders with any questions regarding registration
• Assist event planners in contacting attendees for required information, gift sizes, contact information, transportation details, overnight accommodation requirements, data points etc.
• Printing name badges, tent cards, place cards, departure notices, event materials where needed
• Assist with creating and printing of event collateral and signage with the internal creative team
• Pre-event and day-of support during execution of events/conferences; travel and on-site management for in-person meetings as needed across domestic US event locations (travel up to 20%)
• Packing, ordering and shipping event supplies – maintain a shipping grid and track deliveries
• Post event attendee reporting
• Supporting other members of the department with mailings, onsite assistance, adhoc projects, etc.

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. 

• 1+ years of related experience, including entry level meeting support and coordination 
• Bachelor’s Degree required
• Highly motivated, able to work independently 
• Strong team player, eager to support others; foster positive team dynamic
• Exhibit strong work ethic, patience, and a winning attitude  
• Strong oral and written communication skills 
• Flexible and willing to work outside normal business hours (evenings, weekends) and travel when required
• Ability to manage multiple projects simultaneously; strong ability to prioritize work
• Proficiency with Microsoft Office – specifically with Excel 
• Attention to detail, strong organizational skills, and ability to prioritize through strong communications
• Cvent and Conference Manager experience a plus

ADMINISTRATION & GENERAL

• Work intelligently and ensure that the Team Manager is 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
• 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

United States Residents: The base pay for this position ranges from $59,000 to $75,000. This role is also eligible for an annual discretionary bonus.

Please note the national salary range listed in the job posting reflects the new hire salary range across various U.S. locations that would be applicable to the position. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.

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