Associate Project Manager, Portfolio Specialist (Event Experience)

First Global Management Services, Inc.•New York, NY

12h•Hybrid

About The Position

Building a Brand starts with a Story FIRST is a leading global brand experience agency providing Content, Creative, Digital Technology, Management & Delivery, and Data & Insights services. For 30 years, we have utilized three flexible delivery models: Embedded teams, Corporate Campus operations, and a Full-Service Agency. Managing over 37,000 events & projects annually across 110 countries, FIRST serves 130+ brands, specializing in Fortune 500 companies within the Financial Services, Technology, Healthcare, Media, and Professional Services sectors. FIRST is part of the broader Encore family of companies. Encore is a global leader in event production and technology. Consistently recognized for excellence, recent honors include 2026 Chief Marketer Agency of the Year, the Ad Net Zero Award for sustainability, and more. Learn more at www.firstagency.com Location: NYC - hybrid 3 days a week, subject to change to 5 at anytime. What You Would Get To Do The Associate Project Manager, Portfolio Specialist provides essential support in delivering high-touch hospitality experiences for the Investment Banking Division of a major financial institution. This role assists with executive-level dining and event arrangements, helping to coordinate high-end dining experiences, manage reservations, and liaise with top-tier restaurants to ensure seamless execution for senior banking executives and VIP clients. Working closely with the broader events team, this position requires strong attention to detail, organizational skills, and a commitment to delivering exceptional service. The ideal candidate has a passion for luxury hospitality, thrives in a fast-paced environment, and is eager to contribute to a world-class client experience.

Requirements

2-4+ years of experience in event coordination, hospitality, corporate services, or administrative support.
Proficient with Microsoft Office applications such as PowerPoint and Excel
Strong attention to detail and ability to manage multiple tasks simultaneously in a fast-paced environment.
Good written and verbal communication skills, with the ability to interact professionally with executives, vendors, and stakeholders.
Proactive approach to handling logistics, troubleshooting challenges, and ensuring seamless execution of hospitality services.
Willingness to work occasional evenings or weekends to support executive schedules as needed in this fast paced environment.

Nice To Haves

Experience with data entry, reporting tools, and event management platforms (e.g., Cvent, Excel, CRM systems) is a plus.

Responsibilities

Assist in tracking event attendees, budgets, and venue data within event management platforms (e.g., Cvent) to support strategic planning and reporting.
Manage documentation, compile guest lists, coordinate approvals, and maintain organized records for concierge-related events and experiences.
Support the booking process for executive dining experiences and entertainment requests, liaising with vendors and ensuring accurate scheduling and confirmations.
Help with venue research, contract tracking, and invoice processing to ensure seamless event execution.
Responsible for accurate and timely budgeting, invoicing, and reconciliation of events, ensuring all financial aspects are properly documented and processed.
Assist in compiling client briefings for executive-level dinners and events, ensuring all relevant attendee details are documented.
Stay informed on new restaurant openings, hospitality trends, and VIP entertainment options to support event planning efforts.
Work closely with internal banking teams to collect invitee lists, manage RSVP tracking, and ensure alignment on event objectives.
Keep team members and internal stakeholders well informed of all relevant logistical information, ensuring timely and effective updates as needed.
Work with the team to ensure adherence to client standards of operations and best practices.
Share knowledge of best practices regarding new suppliers, services, and venues while proactively integrating improvements and creative solutions into future events.
Always look for opportunities to enhance experiences, raise the bar at each event, and proactively suggest ideas and solutions.

Benefits

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.