Event Coordinator

1 week ago

London, United Kingdom FIRST Global Brand Experience Agency Full time

**ABOUT OUR COMPANY**

FIRST is a leading global brand experience agency with teams in New York, Los Angeles, London, Dublin, Singapore and Hong Kong. Some of the world’s most recognized companies trust us to develop strategies, and design, plan and produce engaging events. FIRST clients span many industries including financial services, aerospace, technology, consumer electronics, medical and healthcare, automotive, media and the nonprofit sector. We are on Event Marketer’s “Top 100 Event Agencies” and “Best Places to Work in Events” lists. We’ve also been recognized by Crain’s New York Business as one of the Top 100 “Best Places to Work in NYC”.

**JOB DESCRIPTION**

The **Event Coordinator **will consistently deliver exceptional service to our client through excellent operational and logístical event management. This position will be responsible for day to day event coordinator responsibilities from delegate registration to scheduling and planning.

Along with other FIRST team members, the Event Coordinator will represent the FIRST Solutions brand within a well-known tech company. In this role you’ll work with internal teams as a pivotal point of contact to coordinate the logístical needs for digital and in-person event experiences. This role will report directly into an Event Manager and work alongside a Technical Production Manager or Coordinator.

**RESPONSIBILITIES**:
- Responsible for the coordinator and smooth execution of all allocated events from start to finish to include in-person pop up and digital event program experiences.
- Including but not limited to social celebrations, award ceremonies, panel sessions, partner roundtables, community engagement events, exhibitions, private dinners, roadshows etc.
- Liaising with the client and internal stakeholders to handle all event correspondence
- Responsibilities to include but not limited to delegate registration and communications, scheduling, logístical event planning, supplier sourcing and management to include swag, client communications, virtual event emcee responsibilities, post event survey reporting and reconciliation
- For in-person events - works hand in hand with service partners to ensure appropriate execution and service delivery in each area of event support catering, audio/video production, security, facilities etc.
- Responsible for sourcing and coordinating required vendors to work on project (i.e., social event activities, set builds or contributors for specific programmes)
- Communicating with suppliers with regard to scalable payment processes and contracting
- Managing guest lists for all events and liaising with multiple teams to ensure that they have up-to-date information and that entry requirements are adhered to
- Reviews on-site needs and re-confirms or clarifies any areas of concern prior to event
- Day of event support to include: being onsite during events, troubleshooting issues and escalating any advanced needs to the appropriate internal partner
- Communicates any pertinent adds/changes (i.e.: guarantee changes, schedule changes)
- Responsible for compiling reports, tracking numbers and event metrics related to on-site events including post-event data

**QUALIFICATIONS**:

- Bachelor’s Degree preferred
- Existing event management experience, preferably within an agency or in-house environment
- Excellent communication and organization skills
- Experience working cross-functionally with all levels of stakeholders in a fast-paced environment
- Creative problem solver, resourceful, team player
- Highly organized with the ability to handle multiple tasks to meet strict deadlines
- Excellent time management and multi-tasking skills
- Creative problem solver, resourceful, team player
- Ambitious and proactive with a calm and flexible approach to handling pressure
- Adaptability and flexibility to situations and ever-changing demands, responds well to change
- Knowledge and experience of working within digital event experiences
- Proactive in sharing ideas and solutions

**ADMINISTRATION & GENERAL**:

- Assume responsibility for own environment, ensuring adherence to health and safety policies while having clean smart surroundings
- Work intelligently and ensure management is aware of problems or issues which negatively affect productivity
- Build excellent relationship with team through positive communications
- Ensure knowledge is shared within the team to enable them to work smarter and more efficiently
- Work on ad hoc requests from clients as require
- Knowledge of Hopin and G-Suite tools would be beneficial

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