Roadshows Administrative Assistant (Japanese Speaking)

FIRST; Greater London; On-site; GBP 25,000 - 32,000; Full time

Benefits offered by this job

Private Medical Insurance

28 Days Annual Leave

Sick Pay

Parental Leave

Wellness Stipend

Headspace Access

Life Insurance

EAP

Cycle to Work

Season Ticket Loan

Pension Enhancements

Discretionary Bonus

Global Opportunities

Job summary

FIRST is a leading global brand experience agency delivering Content, Creative, Digital Technology, Management & Delivery, and Data & Insights across 110 countries. The Roadshows Administrative Assistant role supports venue sourcing, site visits, space bookings, client registration, and onboarding for a dynamic roadshow team.

You will coordinate meetings, maintain directories, assist with billing and database updates, and act as an ambassador for FIRST, upholding the company values across events

Qualifications

• 1+ year's experience including any relevant internship experience.
• Entry-level graduate or prior corporate experience.
• Restaurant/Hotel/Venue background preferred.
• Self-starter, motivated and solutions oriented.
• Attention to detail/accuracy is vital.
• Ability to multi-task and prioritise.
• Enjoys teamwork and collaborates well.
• Good communication skills (verbal and written).
• Flexibility to work outside normal hours as required.

Responsibilities

• Coordinate venue sourcing, site visits, and space bookings, using discretion for high-profile roadshow events.
• Oversee financial bill backs, database updates, and client registration.
• Support scheduling meetings, maintaining directories, and onboarding new team members.
• Provide full administrative support to a large team of Roadshow Event Coordinators.
• Manage database (Plan-It) updates for Roadshows when required.
• Attend group events and manage delegate registrations.

Skills

Attention to detail

Multi-tasking

Teamwork

Communication skills

Proactive

Tools

Microsoft Office

Excel

Word

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 utilised 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, specialising in Fortune 500 companies within the Financial Services, Technology, Healthcare, Media, and Professional Services sectors. Consistently recognised for excellence, recent honours include 2026 Chief Marketer Agency of the Year, the Ad Net Zero Award for sustainability, and more. Learn more atwww.firstagency.com

What You Would Get To Do

The Roadshows Administrative Assistant supports roadshow events by coordinating venue sourcing, site visits, and space bookings. This role also supports managing financial bill backs, client registration, and database updates. The Roadshows Administrative Assistant supports the Roadshow team by assisting with scheduling meetings, maintaining directories, and assisting with onboarding.

Your Contributions

• Coordinate venue sourcing, site visits, and space bookings, using discretion to support high-profile roadshow events.
• Oversee financial bill backs, database updates, and client registration to ensure smooth roadshow operations.
• Support team with venue sourcing
• Provide full administrative support to a large team of Roadshow Event Coordinators.
• Support team with database management (Plan-It) when required for Roadshows
• Arrange all bill backs for client accommodation
• Attend group events, where required and manage delegate registration
• Maintain and update the roadshow team directories for hotel sales, reception, concierge and account services contacts
• Schedule hotel site visits and hotel meetings held on-campus
• Keep a log of all site visits and attendance at events
• Book on-campus conference space and set up dial-ins when required
• Manage weekly calendar and distribution
• Support with on-boarding new team members
• Support team with ad hoc requests/projects
• Act as an ambassador for the FIRST brand, leading by example and displaying the company’s core values (Ambition, Creativity, Excellence, Integrity, Teamwork)

What We Are Looking For

• 1+ year’s experience including any relevant internship experience
• This role would suit an entry-level graduate or an individual with prior experience working in a corporate environment.
• Restaurant/Hotel/Venue background preferred
• No Investment Banking/Roadshow experience is required
• A self-starter who is motivated, proactive and always solutions orientated
• Attention to detail/accuracy is vital
• Ability to multi-task and prioritise
• Enjoys working as part of a team and works collaboratively
• Competent with Microsoft office, particularly Word and Excel
• Good communication skills (verbal and written)
• Confident, driven and motivated to succeed
• Flexibility to work outside normal business hours as required

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.

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.