Event Planning Manager

3 days ago

London, Greater London, United Kingdom Firstagency Full time
About FIRSTagency

As a global brand experience agency, FIRSTagency provides Content, Creative, Digital Technology, Management & Delivery, and Data & Insights services. We work with clients across various industries, including financial services, technology, new & traditional media, aerospace, healthcare, and professional services.

We have received numerous accolades, including being named one of the Top 150 Event Organizers & Agencies in the USA by Eventex, listed among the "200 Top Marketing Agencies" in 2023, 2022 & 2021 by Chief Marketer, recognized as one of the "50 Top Event Companies" by Special Events, included in the Top 100 "Best Places to Work in NYC" by Crain's New York Business, and listed as one of the "1000 Companies to Inspire Britain" by The London Stock Exchange Group.

We prioritize sustainability and socially responsible practices at FIRSTagency, fostering a People-centric, Purpose-driven & Planet conscious culture.

About this role

In this capacity, the ideal candidate will represent the FIRSTagency brand embedded within a Solutions account for a Financial Services company. FIRST Solutions is our proprietary strategic meetings management model, which embeds specialist talent into organizations to provide Content, Creative, Digital Technology, Management & Delivery, and Data & Insights. As a Senior Project Manager, you will consistently deliver exceptional service to our high-touch clients through excellent project management and creative solutions.

Your responsibilities

  • Full life-cycle planning and execution of multiple key events in a virtual, in-person and hybrid capacity.
  • Virtual event planning and project management including confirming appropriate virtual platform, creation of timelines, invitation process, thorough and regular communications to attendees, suppliers and stakeholders.
  • Financial management, including: budget development and management, expense management and invoice processing, timely post-meeting reconciliation and final financial reporting.
  • Coordinate registration, transportation, hotel accommodations, entertainment, gift selection, audio/visual needs, webcasts, staging and speaker selection for all programs; li>
  • Work with the team to ensure adherence to the client's standards of operation and policies; ensure compliance and risk guidelines are followed.
  • Global Travel (when applicable, approximately 20-30% annually) for site inspections and on-site management of live events to ensure full coordination of logistics and on-site teams for in-person events.
  • Post event wrap up including final attendees, budget reconciliation, observations, suggestions for following year, as well as client debriefs for year over year improvements.
  • Managing vacation schedules for direct reports ensuring coverage for the client at all times including providing coverage when team members are out of the office on vacation or for an event.
  • Create and closely monitor value adds at every opportunity and demonstrate commercial awareness.

Requirements

  • Extensive event coordination experience required, in a corporate or financial services environment preferred.
  • Advanced experience of events, conferences, meeting and production management, including but not limited to C-level executive events, cocktail receptions and dinners, meetings and multi-day events.
  • Advanced project management skills, including: budget creation, management and reconciliation.
  • People management experience preferred, not required as not all Senior Project Managers will have management responsibilities.
  • Bachelor's Degree preferred.
  • Motivated, self-starter, ability to work independently and project plan; li>
  • Excellent project management skills with the ability to manage multiple projects simultaneously; li>
  • Proven ability to think innovatively to bring events/programs to fruition.
  • Willing to travel to various locations globally for site-visits and on-site management of events.
  • Experience working with large and complex databases, Cvent experience preferred.
  • Proficient with Microsoft Office.
  • Strict and accurate adherence to company's time tracking policies and systems.
  • Flexible and willing to work long hours (evenings, weekends) and travel.
  • Work on ad hoc requests from clients as required.
  • Assume responsibility for own environment, ensuring adherence to health and safety policies while having clean smart surroundings.

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