Project Coordinator (Event Management)
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. Consistently recognized for excellence, recent honors include 2026 Chief Marketer Agency of the Year, the Ad Net Zero Award for sustainability, and more. The Project Coordinator supports a team of Project Managers in planning and executing virtual, in-person, and hybrid events, ensuring exceptional service and creative solutions for high-touch clients. Responsibilities include supporting event logistics, budget tracking, registration, transportation, food & beverage, and onsite staffing. This role offers an excellent opportunity for an entry-level event planner to gain experience in a corporate environment while working with a dynamic team of event professionals.
Requirements
- 1-2+ years of experience including entry level meeting planning and supporting a team
- Proficient with Microsoft Office applications such as PowerPoint and Excel
- Ability to establish relationships and maintain a positive rapport with colleagues, clients, vendors, and suppliers
- Creative problem solver, resourceful, and a team player
- Ability to manage multiple projects simultaneously, prioritize heavy workloads, and maintain attention to detail
- Calm and flexible approach to handling the pressure and stress of ever-changing demands
- Highly organized with excellent time management skills to handle multiple tasks simultaneously, meet strict deadlines, and maintain attention to detail
- Ambitious, proactive, and flexible when dealing with ever-changing situations
- Willing to travel when required
- Demonstrated ability to collaborate with colleagues at all levels
- Highly motivated, able to work independently
Nice To Haves
- Bachelor’s Degree preferred
Responsibilities
- Supporting the planning and execution of virtual, in-person and hybrid events
- Supporting events from creative concept and development through initial briefing to reconciliation including but not limited to, budget management, site selection, hotel/venue management, registration management, transportation, food & beverage, décor, staffing, name badge coordination, collation of materials and shipping of event materials for in-person events
- Supporting other team members with event management and onsite execution
- Keeping team members and internal stakeholders well informed of all relevant logistical information
- Creating timely and effective communications as often as needed
- Working with the team to ensure adherence to client standards of operations
- Accurate and timely budgeting, invoicing and reconciliation of events
- Sharing knowledge of best practice regarding new suppliers, services, and venues
- Looking to integrate best practices and raise the bar at each event
- Being proactive with ideas and creative solutions
- Working intelligently and ensuring that Managers are aware of problems or issues which negatively affect productivity
- Strict and accurate adherence to company’s time tracking policies and systems
- Working on ad hoc requests from clients as required
- Assuming responsibility for own environment, ensuring adherence to health and safety policies while having clean smart surroundings
Benefits
- Annual discretionary bonus
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
