Project Co-ordinator

2 weeks ago

London, United Kingdom FIRST Global Brand Experience Agency Full time

**ABOUT OUR COMPANY**

FIRST is a leading global events agency with offices in New York, London, Los Angeles and Singapore. Some of the world’s most recognized companies trust us to develop their event strategies, design and produce engaging live experiences. FIRST clients span many industries including financial services, aerospace, technology, consumer electronics, healthcare, automotive, media and non-profit. We are ‘Gold’ _Investors in People_ and ranked 14th Place at the _UK’s Best Workplaces_ Awards.

**JOB DESCRIPTION**

**JOB CATEGORY**: Project Support/ Administration

**JOB LOCATION**: Canary Wharf, London

**RESPONSIBILITIES**

**General**
- Database management - ensure consistency of information and accurate data whilst inputting and generating reports.
- Support Planners on overall program logistics, production and implementation.
- Assist Planners in the management of online registration.
- Assist Planners with website content.
- Book rooms internally for team meetings as well as conferences.
- Support with event invoice processing.
- Support with the collation of marketing collateral for the Mobile App.
- Update and put together best practice documents.
- Pro - actively work with Planners to agree timelines and tasks.
- Responsibility for the Marketing storeroom and stock levels.
- Assume responsibility for own environment, ensuring adherence to health and safety policies.
- Work intelligently and build excellent relations with team through positive communications.

**Pre
- Event**
- Attend event kick off meetings and catch up calls, contributing where needed.
- Manage distribution of save the dates.
- Upload closed invitation list(s).
- Send invites to attendees.
- Manage daily attendee upload.
- Manage attendee registration queries.
- Send attendee communications such as event reminders and final logistics confirmations.
- Print name badges, tent cards, place cards, agenda, signage, compliance forms, attendee list.
- Order, pack and send office supply boxes - prepare shipping inventory, investigate customs policies etc.
- Source and order gifts.
- Provide reports and prepare stats for stakeholders.
- Clean attendee data and provide final version needed for uploading into the registration system.

**Onsite (if required)**
- Support planner with conference set up and packing down.
- Manage registration desk, as required, including new registrations/walk ins.

**Post Event**
- Arrange collection of event collateral and check back into storeroom.
- Clean attendee data for post event stats.
- Create and distribute final attendee list.
- Create, distribute and collate post event surveys and/or communications.

**Other**
- Holiday cover for members of the Project Support team.
- Update manual trackers.
- Admin Support for team, booking meetings, arrange visitor access etc.
- Responsible for the overall cleanliness of the office and the distribution of all incoming mail to planners.
- Responsible for any incoming calls that cannot be answered by the planners.
- Responsible for the ordering of stationery for the office.
- Responsible for the office accounts, reconciliation of office credit cards.

**Supporting the Roadshow Team**
- Managing printing and couriering of marketing materials for roadshow team
- Responsible for processing all roadshow invoices.
- Responsible for an adhoc requests for printing place cards, tent cards, name badges etc.

**SKILLS AND EXPERIENCE**
- Secretarial/PA/administrator experience within a fast-paced corporate organisation.
- Experience of working directly for multiple managers preferred.
- Exceptionally strong organizational skills with proven ability to manage multiple responsibilities while maintaining high quality standards.
- Good time management and ability to prioritize work load and manage client expectations.
- Advanced technical skills, including intermediate level Microsoft Office, database management, budget management tools and reporting/analytical processes.
- Excellent attention to detail, ensuring that all office procedures and processes are adhered to.
- Personal integrity, initiative, and the ability to work as part of a team in an environment that demands excellence, time and energy.

**CORE COMPETENCIES**
- Several years of office experience with the addition of an event management course or experience in a corporate marketing or creative agency environment.
- Managerial or supervisory experience not essential however desirable
- Exposure or experience in Financial Services desired.
- Ability to multi-task, prioritise heavy workloads and still ensure attention to detail.
- A self-starter who is motivated, proactive and always solutions orientated.
- Experience of conference, meeting, F&B and production management.
- Good event industry and supplier knowledge.
- An excellent working knowledge of the MS Office Suite.

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