Event Production Coordinator

FIRST; München; Hybrid; EUR 42,000 - 56,000; Full time

Benefits offered by this job

Wellness Stipend

Headspace access

EAP

Global opportunities

Job summary

FIRST is a leading global brand experience agency delivering Content, Creative, Digital Technology, Management & Delivery, and Data & Insights. With 30 years of experience, FIRST serves 130+ brands across 110 countries and collaborates with Fortune 500 clients in financial services, tech, healthcare, media and professional services.

The Event Production Coordinator provides administrative and technical support, coordinating deliverables, managing budgets, and ensuring smooth on-site execution

Qualifications

• Bachelor’s Degree or equivalent experience preferred.
• 3–5 years’ experience in meeting planning, production, AV sales, or AV operations.
• Exceptional interpersonal and communication skills with clients, colleagues, vendors, and suppliers.
• Functional understanding of Audio Visual systems and processes.
• Fluent English and German language proficiency (B2/C1).
• Strong client-centric approach, proactive problem-solving, and conflict resolution.
• Highly organized with strong time management and ability to handle multiple tasks.
• Proficient with Google applications or Microsoft Office Suite.

Responsibilities

• Serve as a technical consultant translating production concepts for non-technical stakeholders.
• Coordinate all event deliverables for the Event Production team.
• Schedule tech checks, rehearsals, and client meetings for seamless execution.
• Provide on-site administrative support including purchasing, resources, scheduling, and run-of-show creation.
• Manage quotes, billing, and tracking; oversee freelancer coordination and payments.
• Utilize internal event management systems and schedule tools.
• Collaborate with Team Lead to ensure timely delivery of production elements.
• Develop and refine event production best practices, templates, and documentation.
• Communicate health, safety, and compliance requirements to stakeholders.

Skills

Interpersonal skills

Communication skills

Client-centric

Problem solving

Organizational skills

Time management

Calm under pressure

Team player

Fluent English

German (B2/C1)

Education

Bachelor’s Degree or equivalent experience

Tools

Google Apps

Microsoft Office

Job description

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.

The Event Production Coordinator delivers exceptional administrative and technical support for event requests within client offices, serving as the main technical point of contact, supporting the event production team, and ensuring seamless execution from planning to delivery. This includes coordinating all event production deliverables, managing production finances, and providing essential on-site support to the team and clients. The goal is to elevate event quality and engagement while maintaining high client satisfaction through meticulous organization, proactive problem-solving, accurate data, and adherence to industry standards.

Along with other FIRST team members, the Event Production Coordinator will represent the FIRST Solutions brand on-site within a well-known tech company.

Your Contributions

• Serve as a technical consultant, translating complex production concepts and technical capabilities into practical solutions for non-technical stakeholders and clients. Advise on technical best practices and venue capabilities to maximize event impact and engagement, ensuring alignment with event management and client expectations.
• Coordinate all event deliverables for the Event Production team, including videos, decks, music, audio stingers, graphic elements, and live stream links, ensuring technical validation and distribution to the technical team.
• Schedule tech checks, rehearsals, and client meetings to ensure seamless technical execution and event readiness.
• Provide comprehensive on-site administrative support for the Production team, including purchasing, resource coordination, scheduling, and run-of-show creation; serve as the operational point of contact and manage financial components for assigned events, including quoting, billing, and tracking.
• Utilize internal event management systems, including scheduling tools and G Suite.
• Oversee internal event calendars, coordinating studio bookings, managing staff schedules, and assigning tasks.
• Generate, manage, and track all event production-related quotes and expenses.
• Manage comprehensive freelancer support for events, including sourcing quotes, processing payments efficiently, auditing, and scheduling meticulously to meet event requirements and team capacity.
• Partner with the Team Lead to ensure timely delivery of production elements to clients.
• Contribute to continuous operational improvement by developing and refining event production best practices, templates, and documentation.
• Provide internal and external stakeholders with documentation and expectations concerning relevant health, safety, and compliance regulations throughout event planning and on-site execution.
• Provide ad hoc project support and facilitate knowledge sharing among team members.

What We Are Looking For

• Bachelor’s Degree or equivalent experience preferred.
• 3 – 5 years’ experience in meeting planning, production, AV sales, or AV operations.
• Exceptional interpersonal and communication skills, with a proven ability to build rapport and maintain positive, professional relationships with clients, colleagues, vendors, and suppliers.
• Functional understanding of Audio Visual systems and processes.
• A strong client-centric approach, consistently delivering high-quality service and proactively anticipating and addressing client needs, including skilled conflict resolution and problem-solving.
• Highly empathetic and patient, adept at understanding diverse client requirements and navigating various personalities with grace and professionalism.
• Highly organized with excellent time management skills to handle multiple tasks simultaneously, meet strict deadlines, and maintain attention to detail.
• Knowledge of Google applications or Microsoft Office Suite is preferred.
• Creative problem solver, resourceful, ambitious, and a collaborative team player.
• Calm and flexible approach to handling the pressure and stress of ever-changing demands and situations.
• Must be fluent in English.
• Must have a minimum of B2/C1 German

At FIRST, we believe our teams' passion, creativity, and commitment 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.