FIRST

Project Manager

• Support a team of Project Managers in planning and executing virtual, in-person, and hybrid events
• Support events from creative concept and development through initial briefing to reconciliation
• Assist with budget management, site selection, hotel/venue management, registration management, transportation, food and beverage, décor, staffing, name badge coordination, materials collation, and shipping of event materials
• Support other team members with event management and onsite execution
• Keep team members and internal stakeholders informed of relevant logistical information
• Create timely and effective communications
• Work with the team to ensure adherence to client standards of operations
• Manage accurate and timely budgeting, invoicing, and event reconciliation
• Share best practices regarding suppliers, services, and venues
• Integrate best practices and raise the bar at each event
• Develop proactive ideas and creative solutions
• Travel domestically as required

Project Coordinator

Events

• Implement and project-manage event registration websites, app builds, and other technology components for assigned events
• Troubleshoot technical issues
• Manage client communications, including save-the-dates, invitations, registration, and confirmations
• Manage databases for information consistency, data accuracy, and list generation
• Communicate with internal and external clients and respond to queries within agreed service level agreements
• Work with the Event Delivery team on program logistics, production, and implementation
• Manipulate lists to provide registration data, year-on-year statistics, and event analytics insights
• Coordinate name badges, tent cards, place cards, departure notices, email confirmations, agendas, and signage
• Support registration desk flow design and setup, including onsite event support
• Serve as lead contact for attendee management and technology vendors before and during execution
• Create and distribute post-event client surveys
• Follow standard operating procedures and compliance processes; maintain comprehensive event files and precise records
• Review and manage third-party vendor invoice reconciliation
• Provide clients with cost savings and value adds when possible
• Track and maintain project time accurately
• Assist with training new joiners and mentoring existing team members
• Keep current on emerging technologies, popular culture, and trends and inform team members
• Domestic and/or international travel may be required, up to 40%

Event Technology Manager

• Collaborate with the Team Manager on the strategic approach to a dedicated client account
• Provide on-the-ground insight into client business and identify opportunities
• Manage multiple company and client initiatives simultaneously
• Support C-level and senior stakeholders
• Manage key business relationships and team operations
• Support planning, venue sourcing, attendee data management, roadshow management or event technology workstreams as assigned
• Mentor and develop 5–12 direct reports
• Conduct performance development conversations
• Oversee team workload, capacity and pressure points through regular 1:1 meetings
• Manage vacation schedules and approve monthly expenses
• Maintain strong client relationships
• Support development opportunities, business coverage, continuity and succession planning
• Participate in FIRST initiatives and extracurricular activities
• Lead and motivate the team while fostering positive communication, inclusion and morale
• Support recruitment, onboarding and offboarding for direct report roles
• Train and develop team members on best practices, suppliers, services and venues
• Refine workstreams, improve efficiency, troubleshoot problems and optimize workflows
• Ensure adherence to standard operating procedures and compliance requirements
• Report potential concerns and successes to management
• Manage assigned books of work end to end
• Collaborate with internal partners and stakeholders on event deliverables and objectives
• Travel for onsite event management when necessary

Project Coordinator

Event Technology Manager

Team Lead – Event Management