Event Coordinator

FIRST; Greater London; Hybrid; GBP 26,000 - 38,000; Full time

Benefits offered by this job

Private Medical Insurance with BUPA

28 Days Annual Leave PLUS Bank Holiday

Sick Pay

Parental Leave

Wellness Stipend

Employee Assistance Program

Cycle to Work

Season Ticket Loan

Pension Scheme Enhancements

Discretionary Bonus

Global opportunities

Job summary

FIRST is a leading global brand experience agency seeking an on-site Event Coordinator to plan and manage small to mid-scale events. You will be the primary on-site point of contact, coordinating with hosts, vendors, and internal teams to deliver exceptional experiences that align with client objectives.

You will support senior event managers, manage logistics, timelines, and budgets, and ensure seamless execution across multiple events weekly.

Qualifications

• 1-3 years of progressive experience in event coordination or corporate meeting planning.
• Proven ability to work with cross-functional teams and stakeholders in a fast-paced environment.
• Strong understanding of event objectives and alignment with client goals.

Responsibilities

• Serve as the main point of contact for assigned small to mid-scale events, defining objectives and logistical needs.
• Support senior Event Managers throughout planning and execution.
• Coordinate timelines, budgets, vendor recommendations, and logistics to meet client goals.
• Oversee on-site setup, vendor activities, badging, troubleshooting, and operational needs.
• Create comprehensive event details and timelines for stakeholders.

Skills

Event coordination

Stakeholder management

Time management

Communication

Tools

Event management software

Google Suite

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.

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 contribute to creating exceptional event experiences and fostering strong client relationships within 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, budget, vendor recommendations, and logistical arrangements, ensuring 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 the timely acquisition of client assets for AV, production, and branding purposes.
• Proactively identify opportunities for event enhancements that will contribute to achieving the desired event 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 guarantee all event details are current and deadlines are being 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 todetail 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.
• 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 of hours, 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

• Private Medical Insurance with BUPA from day one
• 28 Days Annual Leave PLUS Bank Holidays
• 20 Days of Sick Pay each Year
• Enhanced Parental Leave (Maternity & Paternity)
• Wellness Stipend
• Complimentary access to Headspace, Rocket Lawyer & Maven
• Life Insurance
• Employee Assistance Program (EAP)
• Cycle to Work Scheme
• Season Ticket Loan
• Pension Scheme Enhancements
• Discretionary Bonus Structure
• 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.