Senior Project Manager - Corporate Events

Building A Brand Starts With Our Story

FIRST is a leading global brand experience agency serving clients in various industries, including financial services, technology, new & traditional media, aerospace, healthcare, and professional services. FIRST has received numerous accolades, including being named one of the Top 150 Event Organizers & Agencies in the USA by Eventex, being listed among the "200 Top Marketing Agencies" in 2023, 2022 & 2021 by Chief Marketer, being recognized as one of the "50 Top Event Companies" by Special Events, being included in the Top 100 "Best Places to Work in NYC" by Crain's New York Business, and being listed as one of the "1000 Companies to Inspire Britain" by The London Stock Exchange Group.

FIRST also understands that businesses worldwide, including us, need to adopt more sustainable and socially responsible practices. Our vision of sustainability at FIRST is about fostering a People centric, Purpose driven & Planet conscious culture.

Learn more at www.firstagency.com

Our story started over 25 years ago growing through collaboration, innovation, strong culture, and a focus on people, specifically our people. Our people inspired, developed, and grew FIRST to the incredible brand experience creator it is today.

And our hope is that you become the next page of our story in developing how our agency connects more people beyond what they thought was possible.

A welcoming, creative and ambitious workplace that offers personal and professional growth for all individuals. At FIRST, you'll find:

• A welcoming workplace that fosters diversity and belonging with a focus on team members feeling valued, respected, and supported.
• Creative teams that enjoy challenging work with an ability to make an impact on those around them.
• An experiential organization that cares about the development and career experience of each employee, focusing on excellence and flexibility with the right balance of structure to thrive.

Location: New York, NY (Hybrid) Must reside in the tri state area to be able to go into office 3 days a week, subject to change.
What You Would Get To Do

The Senior Project Manager, Portfolio Specialist will consistently deliver exceptional service to our high-touch clients through excellent project management and creative solutions. This position will lead and support virtual, in-person and hybrid events which include but are not limited to; internal programs, client-facing events including conferences, hospitality, thought leadership, sporting, and cultural programs. As a Subject Matter Expert (SME) in a specific line of business or event type, the Portfolio Specialist provides consultative guidance and hands-on support to ensure the successful design, execution, and delivery of events. Collaborating with cross-functional teams, this seasoned professional drives innovation, efficiency, and alignment with client goals.

Your Contributions

• 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
• Sourcing, negotiating and managing site selections, contract management for venues and suppliers
• Coordinate registration, transportation, hotel accommodations, entertainment, gift selection, audio/visual needs, webcasts, staging and speaker selection for all programs; strong focus on vendor management
• Work with the team to ensure adherence to the client's standards of operation and policies; ensure compliance and risk guidelines are followed
• Post event wrap up including final attendees, budget reconciliation, observations, suggestions for following year, as well as client debriefs for year over year improvements
• Lead on larger scale, programs that are highly complex and/or require white glove service levels with high level stakeholders; strong team player
• Mentor or manage a team, which may include up to 5 direct reports. Management responsibilities, if applicable, include:
• 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
• Oversee workload of the team ensuring day to day understanding of capacity/pressure points
• Management of staffing assignments considering individual team members capacities and capabilities
• Management of personal development reviews for direct reports
• Lead and motivate direct reports, encouraging a productive and positive atmosphere
• Review and approve monthly expense reports
• Subject Matter Expertise:
• Act as the go-to expert for a specific event type, industry vertical, or area of expertise.
• Contribute to the development of standardized processes, tools, and templates for your area of expertise.
• Identify opportunities to enhance operational efficiencies and client satisfaction.
• Partner with team management to identify opportunities for enhancing operational efficiencies and client satisfaction, refining delivery models and support account growth.
• Create and closely monitor value adds at every opportunity and demonstrate commercial awareness
• Share knowledge of best practices, new suppliers, services and venues
• Deepen relations with existing clients and maximize on all opportunities to generate new business

What We Are Looking For

Please be aware that we know experience does not always look like we describe it. If you believe you would be an excellent fit for this role, please apply - we would love to see how you could fit at FIRST. Please contact recruiting@firstagency.com if you need accommodation at any stage of the recruitment process.

• 8-10+ years' event coordination experience, in a corporate or financial services environment
• 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
• Extensive experience in working with and managing senior clients (i.e. Investment Banking, C-Suites, etc.)
• Advanced project management skills, including: budget creation, management and reconciliation
• People management experience preferred, but not required
• Motivated, self-starter, ability to work independently and project plan; ability to think innovatively
• Excellent project management skills with the ability to manage multiple projects simultaneously; proven ability to work well under pressure to meet established deadlines
• Virtual event experience, a plus
• Proven ability to mentor team members, development operations, organizational systems and processes
• Proven ability to think innovatively to bring events/programs to fruition
• Leadership/influencing/negotiation and decision-making skills
• Resourceful individual with the ability to take direction and work independently; be proactive with ideas and creative solutions
• Customer focus, approachable; ability to adjust to client needs and style and deepen relationships in support of their programs; adapt to ever changing demands and different client work styles
• Strong client management skills
• Strong oral and written communication skills
• Ambitious, proactive and highly organized
• Willing to travel to various locations for site-visits and on-site management of events
• Experience working with large and complex databases preferred, Cvent experience preferred
• Proficient with Microsoft Office
• Knowledge of venues and suppliers in key US cities

Administration and General

• Build excellent relations with clients and colleagues through positive communications
• Work intelligently and ensure your manager is aware of problems or issues which negatively affect productivity
• Adhere to, meet, and exceed SLA's and KPIs consistently across all work
• Strict and accurate adherence to company's time tracking policies and systems
• Assume responsibility for own environment, ensuring adherence to health and safety policies while having clean smart surroundings
• Act as an ambassador for the FIRST brand, leading by example and displaying the company's core values (Ambition, Creativity, Excellence, Integrity, Teamwork)

United States Residents: The base pay for this position ranges from $95,000 - $130,000. This role is also eligible for an annual discretionary bonus.

#LI-KM3

FIRST is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. FIRST is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We stand firm: FIRST will not tolerate discrimination or harassment based on any of these characteristics. If any candidate feels that they are unable to meet the requirements of the role, please get in touch to discuss adjustments or other suitable roles.