Roadshow Administrative Assistant

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

9h•$60,000 - $70,000•Onsite

About The Position

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: New York, NY (In Office 4 days a week, subject to change at any time) What You Would Get To Do: The Roadshows Administrative Assistant supports roadshow events by coordinating venue sourcing, site visits, and space bookings. This role also supports managing financial bill backs, client registration, and database updates. The Roadshows Administrative Assistant supports the Roadshow team by assisting with scheduling meetings, maintaining directories, and assisting with onboarding.

Requirements

1+ year’s experience including any relevant internship experience
This role would suit an entry-level graduate or an individual with prior experience working in a corporate environment.
A self-starter who is motivated, proactive and always solutions orientated
Attention to detail/accuracy is vital
Ability to multi-task and prioritise
Enjoys working as part of a team and works collaboratively
Competent with Microsoft office, particularly Word and Excel
Good communication skills (verbal and written)
Confident, driven and motivated to succeed
Flexibility to work outside normal business hours as required
Required Travel up to 10%

Nice To Haves

Restaurant/Hotel/Venue background preferred
No Investment Banking/Roadshow experience is required

Responsibilities

Coordinate venue sourcing, site visits, and space bookings, using discretion to support high-profile roadshow events.
Oversee financial bill backs, database updates, and client registration to ensure smooth roadshow operations.
Support team with venue sourcing
Provide full administrative support to a large team of Roadshow Event Coordinators.
Support team with database management (Plan-It) when required for Roadshows
Arrange all bill backs for client accommodation
Attend group events, where required and manage delegate registration
Maintain and update the roadshow team directories for hotel sales, reception, concierge and account services contacts
Schedule hotel site visits and hotel meetings held on-campus
Keep a log of all site visits and attendance at events
Book on-campus conference space and set up dial-ins when required
Manage weekly calendar and distribution
Support with on-boarding new team members
Support team with ad hoc requests/projects
Act as an ambassador for the FIRST brand, leading by example and displaying the company’s core values (Ambition, Creativity, Excellence, Integrity, Teamwork)

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
Mobile Phone Allowance
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.