Administrative Assistant, Attendee Data

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. 
• 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.

Location: Charlotte, NC (remote)

What You Would Get To Do:

FIRST is seeking an organized and detail-oriented Administrative Assistant, Attendee Data to join our team. This role involves supporting our events team with managing and updating attendee databases, ensuring accurate data entry, and responding to attendee inquiries. The Administrative Assistant, Attendee Data will also assist the events team with the creation of event materials, including invitations, surveys, and name badges, while also supporting registration processes for virtual, hybrid, and in-person events. The ideal candidate will be proactive, adaptable, and ready to take on a variety of administrative tasks and ad-hoc projects to support the team.

Your Contributions 

Administrative & Data Support

• Manage and update attendee databases with accurate and consistent data entry. 
• Help gather and track attendee-specific information, including preferences, accommodations, and other logistical needs. 
• Prepare and edit documents, reports, and presentations related to attendee and event information. 
• Organize and maintain digital filing systems to ensure accessibility and compliance with company policies. 
• Respond to inquiries via email or phone with professionalism and attention to detail. 
• Coordinate the tracking of event supplies; maintain delivery logs. 
• Support the team with general administrative tasks and ad hoc projects as needed. 

Remote Event Support

• Collaborate with internal teams to support registration processes for virtual, hybrid, and in-person events. 
• Support the creation of event materials such as save-the-dates, invitations, reminders, surveys, and other event communications. 
• Assist with testing of registration websites and mobile apps.
• Collect, organize, and analyze attendee data to support event and organizational goals. 
• Generate reports on attendee information, participation, and other key metrics as needed. 
• Assist with the creation and review of event materials, such as name badges and tent cards.
• Organize email inboxes and support email inquiries, as needed.
• Respond to attendee-related questions and concerns. 
• Liaise with event planners, vendors, and internal departments to ensure seamless attendee experiences. 

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. 

 Required Qualifications:

• High school diploma or equivalent; associate’s or bachelor’s degree preferred. 
• Strong working knowledge in Microsoft Office, particularly Excel.
• Strong organizational skills, attention to detail, and the ability to manage multiple requests. 
• Excellent verbal and written communication skills. 
• Ability to handle sensitive information with discretion.

 Preferred Qualifications:

• Experience with CRMs or event planning software. 
• Good data analysis skills (e.g., pivot tables, reporting tools). 
• Familiarity with virtual meeting platforms and tools

ADMINISTRATION & GENERAL

• Ensure the confidentiality of sensitive data (PII) and adhere to compliance standards. 
• Proactively share updates or challenges with the team manager to ensure smooth operations. 
• Complete ad hoc requests and projects as assigned by clients or internal teams. 
• Adhere to the company’s time-tracking policies and systems.

United States Residents: The base pay for this position ranges from $40,000 to $45,000. 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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