Event Administrative Coordinator Intern

First Global Management Services•Jersey City, NJ

12d•Hybrid

About The Position

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. This role necessitates being in person for 20 hours minimum per week, 3 days a week in office based on school schedule, if applicable. 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. The Intern will support the Project Managers on a day-to-day basis with all aspects of event logistics for both virtual and live events. This individual will handle administrative and support duties including organizational tasks; coordination with suppliers; freelancer paperwork and onboarding; electronic filing; preparation of documents, presentation materials and arrangements for meetings, on-site support, and registration, etc. The ideal candidate will have proficient computer skills using Microsoft Office Suite and excellent written and verbal communication skills. FIRST is a fast-paced environment with quick turn-around times to meet client deadlines.

Requirements

Currently enrolled in an accredited college or university pursuing a bachelor’s or master’s degree
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
United States Residents

Nice To Haves

Experience in an administrative function a plus, but not required
Prior event coordination experience a plus, but not required

Responsibilities

Support and work in tandem with the Project Managers and Events Team on all aspects of delivering virtual and live events
Research and source new suppliers, contacts, and venues
Organize and order event materials and supplies
Participate in and provide on-site support at events, as needed
Prepare documents, presentation materials, and arrangements for meetings
Compile related paperwork including contracting and onboarding requirements
Update and distribute internal documents
Keep electronic event files and reports organized and up to date
Offer proactive and creative ideas throughout the planning process
Communication and client relationship skills to act as the contact point between Shared Services departments and the internal Events Team
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
Ad hoc projects as requested
Act as an ambassador for the FIRST brand, leading by example and displaying the company’s core values (Ambition, Creativity, Excellence, Integrity, Teamwork)