Event Coordinator

Building a Brand Starts with a 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

What You Would Get To Do

As an Event Coordinator, you will be instrumental in the seamless planning and execution of Small to Mid-Scale Events for our clients. You will take a proactive role in understanding client objectives, developing comprehensive event plans, and serving as the primary on-site point of contact to ensure successful delivery. Collaborating closely with the wider FIRST team and various internal and external partners, you will contribute to creating exceptional event experiences and fostering strong client relationships within a well-known tech company.

Your Contributions

• Serve as the main point of contact for assigned small to mid-scale events, working directly with event hosts to define their objectives, requirements, and logistical needs.
• Contributing to the event service delivery team by supporting the senior Event Managers throughout the planning and execution process.  
• Consult and advise on detailed event plans, including timelines, budget, vendor recommendations, and logistical arrangements, ensuring alignment with client goals.
• Coordinate all logistical aspects of assigned events, including catering, audio-visual requirements, security arrangements, and the management of event materials (swag/collateral).
• Provide consultative planning support to Event Hosts, offering creative solutions and recommendations to enhance the event experience within budgetary constraints.
• Be the primary on-site coordinator for assigned events, overseeing setup, managing vendor activities, assisting with badging, troubleshooting issues, and ensuring all operational and logistical needs are met.
• Conduct thorough discovery meetings with Event Hosts to fully understand their event objectives, target audience, and desired outcomes.
• Review event budgets and proactively offer suggestions to optimise spending and maximise the client's investment.
• Organise event logistics, including décor, entertainment, catering, and all other necessary elements, ensuring they align with the event plan and client preferences.
• Collaborate with the Production Coordinator to ensure the timely acquisition of client assets for AV, production, and branding purposes.
• Proactively identify opportunities for event enhancements that will contribute to achieving the desired event objectives.
• Review assigned meeting spaces to ensure appropriate allocation and communicate any space needs, changes, or cancellations to the relevant teams.
• Consistently monitor assigned event spaces and setup information to guarantee all event details are current and deadlines are being met.
• Create, manage, and distribute comprehensive event details, project timelines, and key deadlines to all relevant stakeholders and service lines, utilising approved internal templates.
• Collaborate closely with all relevant departments to define and manage event requirements and deliverables.
• Coordinate load-in, setup, and strike schedules with facilities and relevant vendors (AV, décor, catering, security, etc.) to ensure smooth and efficient operations.
• Be motivated to incorporate creative and innovative ideas into event planning and execution.
• Manage multiple Small to Mid-Scale events concurrently, demonstrating strong organisational skills and attention to detail.

What We Are Looking For

• 1-3 years of progressive experience in event coordination or corporate meeting planning, demonstrating a growing understanding of event logistics and planning processes.
• Solid experience in coordinating meetings and events for groups ranging from small to medium sizes (e.g., 20-150+ people).
• Proven ability to work effectively with cross-functional teams and interact professionally with various levels of stakeholders in a fast-paced environment.
• A strong understanding of event objectives and the ability to align event plans with the overall vision and strategy of the Event Host and the event itself.
• Exceptional organisational and time management skills, with the capacity to manage multiple tasks simultaneously and adhere to strict deadlines.
• Proactive and creative problem-solving skills, with a resourceful and solution-oriented mindset.
• Adaptability and flexibility in responding to changing circumstances and evolving event demands.
• Excellent interpersonal and communication skills (both written and verbal), with the ability to build strong working relationships.
• Strong attention to detail and a commitment to ensuring high-quality event execution.  
• Proficiency in using event management software, Google Suite and Microsoft Office Suite.
• A calm and professional approach when handling pressure and managing on-site situations.
• Must be fluent in English.
• Ability to work on-site a minimum of 5 days a week, potentially across various building locations.
• This role will be assigned to a primary location but will require flexibility to support events across the campus as required.
• Flexibility of hours, must be willing to work mornings, evenings, and potentially weekends as needed to support event schedules.

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:

• Discretionary performance bonus (this will not be specifically outlined in the employment agreement, though)
• Wellness stipend
• Maven
• EAP program 
• Headspace
• 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.

#LI-CB1 #LI-Onsite