Conference Allocation Coordinator (Corporate Events)

Firstagency; New York (NY); Hybrid; USD 59,000 - 75,000; Full time

Job summary

An established industry player is seeking a Conference Allocation Coordinator to enhance their corporate events team. In this dynamic role, you will facilitate meetings between investors and C-level executives, ensuring seamless coordination for corporate access conferences. With a focus on exceptional service, you will leverage your organizational skills to manage schedules and respond to client needs effectively. This innovative firm values diversity and offers a collaborative environment where your contributions will directly impact the success of high-profile events. Join a team that prioritizes personal and professional growth while fostering a culture of creativity and excellence.

Benefits

Annual Discretionary Bonus

Professional Development Opportunities

Diversity and Inclusion Initiatives

Flexible Work Environment

Qualifications

• 1-2 years of corporate access meetings experience required.
• Proficient in Microsoft Office and project management.

Responsibilities

• Schedule meetings between investors and executives for corporate events.
• Coordinate and allocate corporate access days and conferences.

Skills

Meeting Coordination

Organizational Skills

Customer Service

Communication Skills

Project Management

Attention to Detail

Education

Bachelor's Degree

Tools

Microsoft Office

Dealogic

Conference Manager

Job description

Conference Allocation Coordinator (Corporate Events)

FIRST is a leading global brand experience agency serving clients in various industries, including financial services, technology, new & traditional media, aerospace, healthcare, and professional services. FIRST has received numerous accolades, including being named one of the Top 150 Event Organizers & Agencies in the USA by Eventex, being listed among the "200 Top Marketing Agencies" in 2023, 2022 & 2021 by Chief Marketer, being recognized as one of the "50 Top Event Companies" by Special Events, being included in the Top 100 "Best Places to Work in NYC" by Crain's New York Business, and being listed as one of the "1000 Companies to Inspire Britain" by The London Stock Exchange Group.

FIRST also understands that businesses worldwide, including us, need to adopt more sustainable and socially responsible practices. Our vision of sustainability at FIRST is about fostering a People centric, Purpose driven & Planet conscious culture.

Our story started over 25 years ago growing through collaboration, innovation, strong culture, and a focus on people, specifically our people. Our people inspired, developed, and grew FIRST to the incredible brand experience creator it is today.

And our hope is that you become the next page of our story in developing how our agency connects more people beyond what they thought was possible.

A welcoming, creative and ambitious workplace that offers personal and professional growth for all individuals. At FIRST, you'll find:

• A welcoming workplace that fosters diversity and belonging with a focus on team members feeling valued, respected, and supported.
• Creative teams that enjoy challenging work with an ability to make an impact on those around them.
• An experiential organization that cares about the development and career experience of each employee, focusing on excellence and flexibility with the right balance of structure to thrive.

Location: New York, NY (Hybrid) Must reside in the tri state area to be able to go into office

What You Would Get To Do

As the Conference Allocations Coordinator, you will schedule meetings between investors and C-level executives for small and large-scale Corporate Access Conferences, prepare schedules for corporate management teams, and consistently deliver exceptional service to our clients by utilizing excellent organizational and customer service skills.

Your Contributions

• Heavy meeting coordination for investors, internal teams, and corporate clients for corporate access events
• Work closely with Corporate Access Specialists, Corporates, Research, Institutional Equity Sales, and Investment Banking to coordinate and allocate Corporate Access Days and Conferences
• Build strong relationships with Corporate management teams as well as with other internal constituents
• Allocate 1x1 and group meetings for Conferences of varying sizes and different degrees of complexity as lead or support
• Maintain and distribute conference schedules
• Action schedule changes on corporate and investor schedules in a timely manner
• Proactively manage and respond to a high volume of emails received in a shared team inbox
• Work with the Sales team to understand the account base and investor growth potential
• Coordinate and communicate meeting details with Corporate contacts and the Sales team
• On-site management of the 1x1 desk for Conferences as necessary, manage last minute changes and requests
• Day-of-event execution for virtual or in-person event needs
• 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

• 1-2 + years’ Corporate Access Meetings experience, heavy administrative support, and/or meeting coordination required
• Bachelor's degree preferred or equivalent practical experience
• Proficient with Microsoft Office including Word, Excel, and PowerPoint
• Working knowledge of Dealogic / Conference Manager a plus
• Project Management experience, preferably in the financial services industry or a corporate environment
• Ability to manage multiple projects simultaneously
• Attention to detail and ownership of projects
• Highly organized with the ability to work in a high-pressured environment
• Excellent written and oral communication skills at all levels
• Lead by example, fostering a positive environment
• Ability to create best practices and take on new initiatives independently
• Client-centric, approachable, ability to adjust to client needs and style and deepen relationships in support of their business and programs; adapt to ever-changing demands and different client work styles
• Motivated, self-starter, ability to take direction and work independently; ability to think innovatively

United States Residents: The base pay for this position ranges from $59,000 - $75,000. This role is also eligible for an annual discretionary bonus.

Please note 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.