Project Coordinator - London, United Kingdom - FIRST Global Brand Experience Agency

FIRST Global Brand Experience Agency

Verified Company

London, United Kingdom

3 days ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

ABOUT OUR COMPANY

FIRST is a leading global events 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 non

profit 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 Project Coordinator is part of the global operations team within FIRST who develop and provide clients with a customised service offering based on specific project delivery needs.

The role supports the Project Lead and Project Team in various aspects of the event, e.g., research of suppliers, admin tasks, client meetings etc.

The exact role per project is determined by the Project Lead at the kick-off stage.

FIRST have a wide portfolio of clients who harness our services for the delivery of integrated communications and live events around the world.

Our clients span multiple industries including Financial Services, Aerospace, Medical, Technology and the Media.

The events and virtual experiences that we create range from high profile investor conferences, private equity annual investor meetings, to tailor made virtual and social programmes.

Our commitment to our clients and to delivering flawlessly set us apart and the Project Coordinator role plays a critical part in our success.

This position is an integral part of our Event Operations team and will be responsible for supporting and/or executing various tasks within the project lifecycle.

RESPONSIBILITIES:

Responsible for supporting the project team with planning and execution of multiple key events in the live, hybrid and virtual environments

Tasks to include:

Create, update and file relevant project working documents such as PPT decks, meeting agendas and minutes, WIP Decks, project timelines, plus team and client meeting management
Knowledge of building and working with webregistration systems (i.e., Cvent)
Researching virtual & hybrid platforms, apps and new technologies, suppliers and venues
Collation and ongoing management of attendee lists, EMEA support to the Event Technology team based in the US
Coordinate event collateral and gifts both in the inperson and virtual environment
Process and track invoices and project expenses
Liaise with suppliers and internal contracting team for required paperwork, to ensure suppliers are properly onboarded
Ensure all correct templates and branding is being used throughout the project
Ensure timesheets are completed at the end of each working week and monitor accurate project hours reporting
Demonstrate and represent the FIRST brand while interacting with clients and colleagues
Provide support for other team members as required
Be proactive with ideas and creative solutions
Reliable, responsible and solutions oriented
Attend industry events as necessary

QUALIFICATIONS:

2 years' experience in event management, preferably in an agency or corporate environment
Bachelor's Degree required
Knowledge of venues and suppliers in the UK/EMEA preferred
Prior experience working on virtual/digital events and platforms (such as Intrado, SpotMe, Chime, 6Connex, GlobalMeet, Zoom, etc.) preferred
Experience of working on large and complex databases such as Cvent/Salesforce preferred
Ability to establish relationships and maintain a positive rapport with colleagues, clients, vendors and suppliers at all levels within an organisation
Strong oral and written communication skills
Creative problem solver, resourceful, and a team player
Highly organised with excellent time management skills to handle multiple tasks simultaneously, meet strict deadlines, and maintain attention to detail
Highly motivated, able to work independently and exhibit strong work ethic
Ambitious, proactive, and maintain a calm and flexible approach to handling the pressure and stress of everchanging demands
Flexible and willing to work outside normal business hours (evenings, weekends) and travel when required, following government regulations
Creative problem solver, resourceful, team player
Calm and flexible approach to handling the pressure and stress of everchanging demands
Highly organised with excellent time management skills to handle multiple tasks and meet strict deadlines
Fresh thinker, showing creativity and innovation in all aspects of work
Ambitious and proactive we need a real go getter
Being a FIRST ambassador and culture advocate