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ABOUT OUR COMPANY

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.

For more information please visit: www.firstagency.com

JOB DESCRIPTION

A junior/entry level role supporting a busy conferences & events department based in London Offices. Would suit a placement student with experience working in a commercial environment.

This is for a one year placement opportunity starting summer 2023. Suitable for Sandwich Course Students and Graduates. FIRST are dedicated to support your training and increase your knowledge of the event industry.

JOB CATEGORY: Project Support/ Administration

JOB LOCATION: London

RESPONSIBILITIES

General

• Data management – ensure consistency of information and accurate data.
• Respond to and keep on top of high demand emails in both your personal and shared Project Support and Events inbox.
• Support Planners on overall event logistics, production, and implementation e.g online registration, event website content and testing.
• Pro – actively work with Planners to agreed timelines and tasks assigned.
• Work intelligently and build excellent relations with the team through positive communications.
• Assist wider project support team with daily responsibilities.

Pre- Event

• Pull, save, and schedule registration reports and statistics for planners and hosts.

• Assist attendee registration queries and issues.
• Attend event planning calls/meetings.
• Print name badges, tent cards, place cards, agenda, signage, compliance forms, attendee list.
• Order, pack and send office supply boxes domestically and internationally – prepare shipping inventory, investigate customs policies etc.
• Source and order gifts.
• Clean attendee data and provide the final version needed for the registration system.

Onsite (if required)

• Support planner with conference set up and packing down.
• Manage registration desk as required, including checking in registered clients and walk-ins.
• Opportunities to work at various venues such as, restaurants, hotels, conference centres.

Post Event

• Arrange collection of event collateral and check back into the storeroom.
• Clean attendee data for post event statistics.
• Create and distribute a final attendee list.
• Create, distribute, and collate post event surveys and/or communications.

Other

• Admin Support for the team, booking rooms internally for team meetings as well as conferences, arranging visitor access and other support applicable.
• Responsible for any incoming calls that cannot be answered by the planners.
• Support with event invoice processing.

SKILLS AND EXPERIENCE

• Exceptionally strong organizational skills with proven ability to manage multiple responsibilities while maintaining high quality standards in a fast paced environment.
• Good time management and ability to prioritize workload and manage client expectations.
• Excellent attention to detail, ensuring that all office procedures and processes are adhered to.
• Personal integrity, initiative, and the ability to work as part of a team in an environment that demands excellence, time and energy.

CORE COMPETENCIES

• Ability to multi-task, prioritise heavy workloads and still ensure attention to detail.
• A self-starter who is motivated, proactive and always solutions orientated.
• Knowledge of the event industry and suppliers
• A good working knowledge of the MS Office Suite, in particular Excel.