Event Coordinator

FIRST; München; Vor Ort; EUR 45.000 - 55.000; Vollzeit

Benefits dieser Stelle

Wellness Stipend

Headspace & Maven access

Employee Assistance Program (EAP)

Global opportunities

Zusammenfassung

FIRST is a leading global brand experience agency seeking an Event Coordinator to plan and execute small to mid-scale events for clients. You will serve as the primary on-site contact, collaborating with hosts, vendors, and internal teams to deliver outstanding experiences at a well-known tech company.

You will coordinate timelines, budgets, logistics, and on-site operations, while ensuring alignment with client objectives.

Qualifikationen

• 1-3 years of progressive experience in event coordination or corporate meeting planning.
• Experience coordinating meetings/events for 20–150+ people.
• Ability to work with cross-functional teams and stakeholders in a fast-paced environment.
• Strong understanding of event objectives and alignment with host vision.
• Excellent organizational and time management, ability to multitask and meet deadlines.
• Creative problem-solving and adaptability to changing event demands.
• Proficiency in event management software, Google Suite, and Microsoft Office.
• Fluent in English and German; on-site presence required 5 days a week.

Aufgaben

• Serve as main on-site contact for small to mid-scale events, defining objectives and requirements.
• Support senior Event Managers throughout planning and execution.
• Advise on timelines, budgets, vendor recommendations, and logistics.
• Coordinate all logistics: catering, AV, security, swag, and collateral.
• Review discovery meetings to understand client objectives and audience.
• Monitor budgets and suggest optimizations to maximize client investment.
• Ensure on-site setup, vendor coordination, badging, and issue troubleshooting.
• Produce and share detailed event timelines and deadlines with stakeholders.
• Collaborate with departments to manage event deliverables.
• Flexibility to support events across campus locations; occasional weekend hours.

Kenntnisse

Event coordination

Cross-functional teams

Organizational skills

Communication

Time management

Problem solving

On-site management

English fluency

German fluency

Tools

Google Suite

Microsoft Office

Jobbeschreibung

FIRST is a leading global brand experience agency providing Content, Creative, Digital Technology, Management & Delivery, and Data & Insights services. For 30 years, we have utilized three flexible delivery models: Embedded teams, Corporate Campus operations, and a Full-Service Agency.

Managing over 37,000 events & projects annually across 110 countries, FIRST serves 130+ brands, specializing in Fortune 500 companies within the Financial Services, Technology, Healthcare, Media, and Professional Services sectors. FIRST is part of the broader Encore family of companies. Encore is a global leader in event production and technology.

Consistently recognized for excellence, recent honors include 2026 Chief Marketer Agency of the Year, the Ad Net Zero Award for sustainability, and more.

As an Event Coordinator, you will be instrumental in the seamless planning and execution of Small to Mid-Scale Events for our clients. You will take a proactive role in understanding client objectives, developing comprehensive event plans, and serving as the primary on-site point of contact to ensure successful delivery. Collaborating closely with the wider FIRST team and various internal and external partners, you will help create exceptional event experiences and foster strong client relationships at a well-known tech company.

Your Contributions

• Serve as the main point of contact for assigned small to mid-scale events, working directly with event hosts to define their objectives, requirements, and logistical needs.
• Contributing to the event service delivery team by supporting the senior Event Managers throughout the planning and execution process.
• Consult and advise on detailed event plans, including timelines, budgets, vendor recommendations, and logistical arrangements, to ensure alignment with client goals.
• Coordinate all logistical aspects of assigned events, including catering, audio-visual requirements, security arrangements, and the management of event materials (swag/collateral).
• Provide consultative planning support to Event Hosts, offering creative solutions and recommendations to enhance the event experience within budgetary constraints.
• Be the primary on-site coordinator for assigned events, overseeing setup, managing vendor activities, assisting with badging, troubleshooting issues, and ensuring all operational and logistical needs are met
• Conduct thorough discovery meetings with Event Hosts to fully understand their event objectives, target audience, and desired outcomes.
• Review event budgets and proactively offer suggestions to optimize spending and maximize the client's investment.
• Organize event logistics, including décor, entertainment, catering, and all other necessary elements, ensuring they align with the event plan and client preferences.
• Collaborate with the Production Coordinator to ensure timely acquisition of client assets for AV, production, and branding.
• Proactively identify opportunities to enhance the event to achieve the desired objectives.
• Review assigned meeting spaces to ensure appropriate allocation and communicate any space needs, changes, or cancellations to the relevant teams.
• Consistently monitor assigned event spaces and setup information to ensure all event details are up to date and deadlines are met.
• Create, manage, and distribute comprehensive event details, project timelines, and key deadlines to all relevant stakeholders and service lines, utilizing approved internal templates.
• Collaborate closely with all relevant departments to define and manage event requirements and deliverables
• Coordinate load-in, setup, and strike schedules with facilities and relevant vendors (AV, décor, catering, security, etc.) to ensure smooth and efficient operations.
• Be motivated to incorporate creative and innovative ideas into event planning and execution.
• Manage multiple Small to Mid-Scale events concurrently, demonstrating strong organizational skills and attention to detail.

What We Are Looking For

• 1-3 years of progressive experience in event coordination or corporate meeting planning, demonstrating a growing understanding of event logistics and planning processes.
• Solid experience in coordinating meetings and events for groups ranging from small to medium sizes (e.g., 20-150+ people).
• Proven ability to work effectively with cross-functional teams and interact professionally with various levels of stakeholders in a fast-paced environment.
• A strong understanding of event objectives and the ability to align event plans with the overall vision and strategy of the Event Host and the event itself.
• Exceptional organizational and time management skills, with the capacity to manage multiple tasks simultaneously and adhere to strict deadlines.
• Proactive and creative problem-solving skills, with a resourceful and solution-oriented mindset.
• Adaptability and flexibility in responding to changing circumstances and evolving event demands.
• Excellent interpersonal and communication skills (both written and verbal), with the ability to build strong working relationships.
• Strong attention to detail and a commitment to ensuring high‑quality event execution.
• Proficiency in using event management software, Google Suite and Microsoft Office Suite.
• A calm and professional approach when handling pressure and managing on‑site situations.
• Must be fluent in English & German.
• Ability to work on‑site a minimum of 5 days a week, potentially across various building locations. This is an on‑site position.
• This role will be assigned to a primary location but will require flexibility to support events across the campus as required.
• Flexibility in hours is required; must be willing to work mornings, evenings, and potentially weekends as needed to support event schedules.

At FIRST, we believe that the passion, creativity, and commitment of our teams drive our success. That's why we offer a range of benefits and perks to support your personal and professional growth

• Wellness Stipend
• Complimentary access to Headspace, Rocket Lawyer & Maven
• Employee Assistance Program (EAP)
• Global Opportunities: With a presence in 7 countries worldwide, including headquarters in London, New York, and Singapore, you may have the opportunity to work on exciting projects across different locations.

#LI-TS1 #LI-Onsite

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.