Event Administrative Coordinator - Intern

Building A Brand Starts With Our Story

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.

Learn more at www.firstagency.com

Location: Jersey City, NJ - Client is in the Financial Services sector

In Person: This role necessitates being in person for 20 hours minimum per week, 3 days a week in office.  Start date January 20, 2025.

What You Would Get To Do:

FIRST is offering a paid internship program for undergraduate students, who are eligible to receive college credit, or graduate students wanting to gain experience in the events and experiences industry. We are seeking a highly motivated Intern looking to gain experience in a corporate environment while working with a dynamic group of event professionals. The Intern will represent the FIRST brand as an in-person implant in our Solutions account and provide administrative assistance to a team of Project Managers on a day-to-day basis.

Your Contributions

• Provide in person administrative support to a large team of Project Managers
• Support the organization, shipping and return/restock of event supplies and materials
• Assist in maintaining the overall upkeep and organization of two storage closets and the office space, replenishing and managing supply inventory and ensuring proper functioning of all office equipment
• Book meeting rooms and arrange for IT/AV resources and refreshments to facilitate internal and external client meetings
• Record notes at team meetings and internal trainings and prepare correspondence, reports, and presentations
• Assist with information/data cross-checks for event materials and collateral
• Manage and update Team Facebook
• Assist with simple event budget reconciliation entries
• Monitor email inboxes and respond to inquiries
• Assist the Event Technology team with tasks as needed (e.g. uploading photos/bios to an event app)
• Assist with the upkeep and updating of the internal training Hub
• Participate in planning and coordinating departmental events and special occasion celebrations
• Research and source new suppliers, photographers, gifts, contacts and venues and create outlines / PowerPoint presentations to show options
• Compile related paperwork including contracting and onboarding requirements
• Update and distribute internal documents
• Keep electronic event files and reports organized and up to date
• Monitor and distribute incoming mail
• Participate in and provide on-site support at events, as needed
• Offer proactive and creative ideas throughout the planning process
• Flag inefficiencies and present solutions
• Strict and accurate adherence to company’s time tracking policies and systems
• Time management and prioritization skills to ensure efficient functioning of schedules and office systems
• Demonstrate excellent research and organization skills
• Maintain the company’s standard operating procedures
• Act as an ambassador for the FIRST brand, leading by example and displaying the company’s core values (Ambition, Creativity, Excellence, Integrity, Teamwork)

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.

• Currently enrolled in an accredited college or university pursuing a bachelor’s or master’s degree
• Experience in an administrative function a plus, but not required
• Prior event coordination experience a plus, but not required
• Working knowledge of Microsoft Office
• Excellent project management skills, including attention to detail, multi-tasking, prioritization of tasks, attention to detail, and ability to meet strict deadlines
• Team player, able to take direction and run with it
• Excellent written and verbal communication skills
• Ambitious and proactive
• Highly organized with ability to handle multiple tasks to meet strict deadlines
• Proactive work style with the ability to work autonomously
• Strong adaptability to situations and ever-changing demands
• A calm and flexible approach to handling pressure and stress
• Build excellent relationships with team through positive communications
• Outgoing, comfortable interacting with individuals of all levels and providing input and guidance as needed

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 is $20/hr for undergraduate $25/hr graduate students

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