Attendee Data Coordinator

FIRST; New York, Northern (NY, KY); Hybrid; USD 57,000 - 66,000; Full time

Benefits offered by this job

Medical, Dental & Vision (HDHP + HSA)

401 (k)

Flexible Spending Accounts

Employee Assistance Program

Life, Disability & Pet Coverages

Wellness Stipend

Headspace, Teladoc, Maven, Rocket Lawy

Aura Identity Theft Protection

Discretionary Bonus

Global opportunities: NYC, London, etc

Job summary

FIRST is a leading global brand experience agency delivering Content, Creative, Digital Technology, Management & Delivery, and Data & Insights services. We support over 37,000 events annually and work with Fortune 500 clients across multiple sectors.

Location is hybrid with three NYC office days (subject to change). The Attendee Data Coordinator will manage attendee registration data, develop and test online registration and communications, generate lists, and assist planners before and during

Qualifications

• 1-2 years of Attendee Data Management and Event Technology including entry level meeting planning and coordination.
• Advanced knowledge of Microsoft Excel.
• Prior experience with event platforms such as Cvent, StarCite, Eventbrite, etouches or other registration website platforms is a plus.
• The individual must be comfortable assisting clients over the phone in navigating registration websites, so prior experience as a customer support or help desk representative is preferred.
• Able to manage multiple projects simultaneously.
• Good written and oral communication skills at all levels.
• Flexible and willing to work outside of normal business hours (evenings, weekends) and travel when required to be on-site at events.

Responsibilities

• Manage registration for high-volume in-person, hybrid, and virtual events.
• Database management to ensure data consistency, accuracy, and generate lists and analyses.
• Develop, edit, test, and manage online registration and event communications (save-the-dates, invitations, reminders, confirmations, surveys).
• Assist attendees and stakeholders with registration questions.
• Handle confidential attendee data following compliance guidelines (PII).
• Generate attendee lists on request.
• Respond to client emails within SLAs.
• Coordinate outreach to attendees for required information (transportation, accommodations, data points).
• Print name badges, signage and related materials as needed.
• Pack, order, and ship event supplies; maintain a shipping grid.
• Manage post-event attendee reporting.
• Provide pre-event and on-site support; travel as needed.
• Support other department members with mailings, onsite assistance, and ad hoc projects.

Skills

Advanced Excel

Registration platforms

Customer support

Project management

Communication skills

Education

Bachelor's Degree

Tools

Cvent

StarCite

Eventbrite

etouches

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.

Location: Hybrid 3 days in NYC office (subject to change at any time to 5 days.)

The Attendee Data Coordinator will support meeting planners in managing attendee registration for conferences and events, ensuring the smooth execution of data-related tasks. This role involves maintaining accurate attendee data, collaborating with event stakeholders, and providing database management to ensure consistency and accuracy. The Coordinator will assist in the development, testing, and management of event communications and online registration, as well as supporting attendees throughout the registration process. Additionally, the role provides administrative support to the broader Attendee Data Management team as needed.

Domestic travel required up to 20%

Your Contributions

• Work with event planners on overall registration management for a high volume in-person, hybrid and virtual corporate events
• Database management to ensure consistency of information, accurate data, inputting when required, generating lists and analysis upon request
• Assist in the development, editing, testing and management of online registration and event communications such as save-the-dates, invitations, reminders, confirmations, surveys, etc.
• Assist attendees and stakeholders with any questions regarding registration
• Diligent handling of confidential invitee data, ensuring information is consistent and accurate and following compliance guidelines of handling sensitive information (PII)
• Generating attendee lists upon request
• Responding to all client email within agreed upon SLAs
• Assist event planners in contacting attendees for required information, gift sizes, contact information, transportation details, overnight accommodation requirements, data points etc.
• Printing name badges, tent cards, place cards, departure notices, email confirmations, agenda, signage etc. where needed
• Packing, ordering and shipping event supplies – maintain a shipping grid and track deliveries
• Manage post-event attendee reporting
• Pre-event and day-of support during execution of events/conferences; travel and on-site management for in-person meetings as needed
• Supporting other members of the department with mailings, onsite assistance, ad hoc projects, etc.

This job description is not designed to contain a comprehensive listing of activities, duties or responsibilities that are required for this positin. The employee may be asked to perform other duties and responsibilities, as necessary.

What We Are Looking For:

• Bachelor’s Degree preferred
• 1-2 years of experience in Attendee Data Management and Event Technology including entry level meeting planning and coordination
• Advanced knowledge of Microsoft Excel
• Prior experience with other event platforms such as Cvent, StarCite, Eventbrite, etouches or other registration website platforms is a plus
• The individual must be comfortable assisting clients over the phone in navigating registration websites, so prior experience as a customer support or help desk representative is preferred
• Able to manage multiple projects simultaneously
• Good written and oral communication skills at all levels
• Motivated, self-starter, ability to take direction and work independently; ability to think innovatively
• Flexible and willing to work outside of normal business hours (evenings, weekends) and travel when required to be on-site at events

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

• Medical, Dental & Vision, which includes the option of a high deductible health plan (HDHP) with a health savings account (HSA)
• 401 (k)
• Five Flexible Spending Accounts Options
• Employee Assistance Program (EAP)
• Life, Disability & Pet Coverages
• Wellness Stipend
• Complimentary access to Headspace, Teladoc, Maven, Rocket Lawyer, Mobilo & more
• Aura Identity Theft Protection
• 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.

United States Residents:

The base pay for this position ranges from $56,988.00 - $65,536.00.This role is also eligible for an annual discretionary bonus.

Please note that the national salary range listed in the job posting reflects the new hire salary range across various U.S. locations that would be applicable to the position. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.

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.