Event and Venue Specialist

**ABOUT OUR COMPANY**

FIRST is a leading global brand experience agency providing Content, Creative, Digital Technology, Management & Delivery, and Data & Insights services. Operating as a full-service agency partner or through embedding specialist talent into client teams, FIRST brings brands and people together through creative, connected experiences. Spanning 11 countries and with more than 400 team members, FIRST works with clients across industries including financial services, technology, media, consumer electronics, medical and healthcare, automotive, aerospace and the non-profit sector. Event Marketer Magazine listed FIRST among their “Top 100 Event Agencies” for 2020, as well as one of 2020’s “Best Places to Work in Events.” Crain’s New York Business also recognized FIRST as one of the Top 100 “Best Places to work in NYC” for 2020, and The London Stock Exchange Group listed FIRST as one of “1000 Companies to Inspire Britain” in 2020.

**JOB DESCRIPTION**

In this exciting new role, you’ll work with internal teams as well as external clients and vendor-partners on a daily basis as the central point of contact to coordinate the logístical needs of the event space. The role will also work in very close partnership with their London counterpart to collaborate on event solutions across the two regions.

Along with other FIRST team members, the Event & Venue Specialist will represent the FIRST Solutions brand on-site within a well-known tech company. In this role you’ll work with internal teams to coordinate the logístical needs of the event space. This role will report directly into the Team Lead and will be based fully onsite.

**Main responsibilities**:

- The principle point of contact to facilitate the venue’s operational and logístical needs including the coordination of all additional service lines and materials - catering, audio-visual, security and swag/collateral.
- Manage booking enquiries and requests, utilising the client’s internal system and ensuring calendar invitations are sent for prep meetings and speaker scheduling
- Support on-site events as day of point contact for the client and customers along with service lines. Assisting with reception registration and any operational and logístical needs that arise.
- Work closely with London counterpart to collaborate on client event service offerings across the two regions and cover London needs remotely as and when required
- Organize logistics, decor, entertainment, catering and all other event needs
- Update group information in internal systems in a timely manner
- Work closely with all departments to develop and be responsible for event requirements and deliverables, including but not limited to communications, calendars, registration needs, feedback surveys, and wrap up reports
- Manage client expectations on logístical issues and escalate issues as needed
- Administrative duties including supply management, event documentation and post event communications to key stakeholders
- SWAG management, keeping accurate inventory of all supplies and ensuring sufficient stock
- Liaise and build relationships across different levels within the immediate team and the client’s organization; effectively work cross-functionally
- Work with the team to ensure adherence to client standards of operations
- Be responsible for accurate and timely reconciliation of events
- Be proactive with ideas and creative solutions

**QUALIFICATIONS**:

- 2 - 5+ years’ event management and/or corporate meeting planning experience preferred
- Strong meeting coordination experience for meetings/conferences ranging between 50 - 300+ people
- Bachelor’s Degree preferred but not required
- Must be fluent in both spoken and written French and English
- Experience working cross-functionally with all levels of stakeholders in a fast-paced environment
- Ability to understand the meeting/event objective and mission, business, and audience in order to align with the overall vision and strategy of the needs of the Event Host and event
- Organizational and time management skills
- Ability to execute tasks independently and efficiently
- Creative problem solver, resourceful, team player
- Adaptability to situations and ever-changing demands
- Highly organized with the ability to handle multiple tasks to meet strict deadlines
- Excellent time management and multi-tasking skills
- Ambitious and proactive with a calm and flexible approach to handling pressure
- Experience working on large and complex databases
- Proficient in G Suite

**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 sma