Senior Project Manager, Portfolio Specialist, Bespoke Experiences

FIRST is a leading global brand experience agency serving clients in various industries, including financial services, technology, new & traditional media, aerospace, healthcare, and professional services. FIRST has received numerous accolades, including being listed among the 2025 Most Innovative Marketing Agencies of the Year by Chief Marketer, named Top Agency of the Year 2024 by Event Marketer, highlighted as a Global Agency of the Year, over 100 Employees by C&IT, and listed among the "200 Top Marketing Agencies" in 2024, 2023, & 2022 by Chief Marketer.

Location: New York, NY (Hybrid) Must reside in the tri-state area to be able to go into office 3 days a week, subject to change.

What You Would Get To Do

The Senior Project Manager, Portfolio Specialist will consistently deliver exceptional service to our high-touch clients through excellent project management and creative solutions. This position will lead and support virtual, in-person and hybrid events which include but are not limited to; internal programs, client-facing events including conferences, hospitality, thought leadership, sporting, and cultural programs. As a Subject Matter Expert (SME) in a specific line of business or event type, the Portfolio Specialist provides consultative guidance and hands-on support to ensure the successful design, execution, and delivery of events. Collaborating with cross-functional teams, this seasoned professional drives innovation, efficiency, and alignment with client goals.

Your Contributions 

• Full life-cycle planning and execution of multiple key events in a virtual, in-person and hybrid capacity
• Virtual event planning and project management including confirming appropriate virtual platform, creation of timelines, invitation process, thorough and regular communications to attendees, suppliers and stakeholders
• Financial management, including: budget development and management, expense management and invoice processing, timely post-meeting reconciliation and final financial reporting 
• Sourcing, negotiating and managing site selections, contract management for venues and suppliers
• Coordinate registration, transportation, hotel accommodations, entertainment, gift selection, audio/visual needs, webcasts, staging and speaker selection for all programs; strong focus on vendor management
• Work with the team to ensure adherence to the client’s standards of operation and policies; ensure compliance and risk guidelines are followed
• Post event wrap up including final attendees, budget reconciliation, observations, suggestions for following year, as well as client debriefs for year over year improvements
• Lead on larger scale, programs that are highly complex and/or require white glove service levels with high level stakeholders; strong team player
• Mentor or manage a team, which may include up to 5 direct reports. Management responsibilities, if applicable, include:
• Managing vacation schedules for direct reports ensuring coverage for the client at all times including providing coverage when team members are out of the office on vacation or for an event
• Oversee workload of the team ensuring day to day understanding of capacity/pressure points
• Management of staffing assignments considering individual team members capacities and capabilities 
• Management of personal development reviews for direct reports
• Lead and motivate direct reports, encouraging a productive and positive atmosphere
• Review and approve monthly expense reports
• Subject Matter Expertise:
• Act as the go-to expert for a specific event type, industry vertical, or area of expertise.
• Contribute to the development of standardized processes, tools, and templates for your area of expertise. 
• Identify opportunities to enhance operational efficiencies and client satisfaction.
• Partner with team management to identify opportunities for enhancing operational efficiencies and client satisfaction, refining delivery models and support account growth.
• Create and closely monitor value adds at every opportunity and demonstrate commercial awareness
• Share knowledge of best practices, new suppliers, services and venues
• Deepen relations with existing clients and maximize on all opportunities to generate new business

 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. Please contact recruiting@firstagency.com if you need accommodation at any stage of the recruitment process. 

• 8-10+ years’ event coordination experience, in a corporate or financial services environment
• Advanced experience of events, conferences, meeting and production management, including but not limited to C-level executive events, cocktail receptions and dinners, meetings and multi-day events
• Extensive experience in working with and managing senior clients (i.e. Investment Banking, C-Suites, etc.) 
• Advanced project management skills, including: budget creation, management and reconciliation
• People management experience preferred, but not required
• Motivated, self-starter, ability to work independently and project plan; ability to think innovatively
• Excellent project management skills with the ability to manage multiple projects simultaneously; proven ability to work well under pressure to meet established deadlines
• Virtual event experience, a plus
• Proven ability to mentor team members, development operations, organizational systems and processes 
• Proven ability to think innovatively to bring events/programs to fruition
• Leadership/influencing/negotiation and decision-making skills
• Resourceful individual with the ability to take direction and work independently; be proactive with ideas and creative solutions
• Customer focus, approachable; ability to adjust to client needs and style and deepen relationships in support of their programs; adapt to ever changing demands and different client work styles
• Strong client management skills
• Strong oral and written communication skills
• Ambitious, proactive and highly organized
• Willing to travel to various locations for site-visits and on-site management of events
• Experience working with large and complex databases preferred, Cvent experience preferred
• Proficient with Microsoft Office
• Knowledge of venues and suppliers in key US cities

At FIRST, we believe that our success is driven by the passion, creativity, and commitment of our teams. That's why we offer a range of benefits and perks to support your personal and professional growth

• Medical, Dental & Vision which includes the option of a high deductible health plan (HDHP) with a health savings account (HSA)
• 401 (k) 
• Five Flexible Spending Accounts Options
• Generous Paid Time Off Allowance
• Employee Assistance Program (EAP)
• Life, Disability & Pet Coverages
• Wellness Stipend
• Complimentary access to Headspace, Teladoc, Maven, Rocket Lawyer, Mobilo & more
• Aura Identity Theft Protection
• Discretionary Bonus Structure
• Global Opportunities: With a presence in 7 countries worldwide, including headquarters in London, New York, and Singapore, you may have the opportunity to work on exciting projects across different locations.

United States Residents: The base pay for this position ranges from $95,000 - $130,000. This role is also eligible for an annual discretionary bonus.

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