Event Production Coordinator

FIRST; New York (NY); On-site; USD 70,000 - 80,000; Full time

Benefits offered by this job

Discretionary Bonus Structure

Medical, Dental & Vision

401(k)

Paid Time Off

Wellness Stipend

Headspace & Teladoc access

Job summary

FIRST is a leading global brand experience agency delivering Content, Creative, Digital Technology, Management & Delivery, and Data & Insights services. The Event Production Coordinator will manage administrative and technical support for event requests in client offices, serving as the main technical contact and ensuring flawless execution from planning to delivery.

You will coordinate production deliverables, manage finances, and provide essential on-site support to the team and clients,

Qualifications

• Bachelor’s Degree or equivalent experience preferred.
• 3-5 year of experience in meeting planning, production, AV sales, or AV operations.
• Exceptional interpersonal and communication skills with clients, colleagues, vendors, and suppliers.

Responsibilities

• Serve as technical consultant and translate production concepts for non-technical stakeholders and clients.
• Coordinate all event deliverables including videos, decks, music, audio stingers, graphics, and live stream links.
• Schedule tech checks, rehearsals, and client meetings for seamless execution.
• Provide on-site administrative support: purchasing, resource coordination, scheduling, and run-of-show creation; handle quotes, billing and tracking.
• Utilize internal event management systems and Google Workspace tools.
• Oversee internal event calendars, studio bookings, staff schedules, and task assignment.
• Generate, manage, and track event production quotes and expenses; manage freelancer support and payments.
• Partner with Team Lead to ensure timely delivery of production elements to clients; improve best practices and documentation.
• Provide health, safety and compliance documentation to stakeholders throughout planning and execution.

Skills

Event production

Communication

Organizational skills

AV knowledge

Education

Bachelor’s Degree or equivalent experience

Tools

G-Suite

Job description

Building a Brand starts with a Story
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.

Building a Brand starts with a Story
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.
Learn more at www.firstagency.com
What You Would Get To Do
The Event Production Coordinator delivers exceptional administrative and technical support for event requests within client offices, serving as the main technical point of contact, providing administrative and technical support to the event production team and ensuring seamless execution from planning to delivery. This involves coordinating all event production related deliverables, managing production event 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, ensuring data accuracy 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.
Location: This role requires full-time, on-site presence and candidates must reside in the NY tri-state area and be able to commute to the location.
Essential Duties & Responsibilities

• Serve as 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; function as the operational point of contact and facilitate the 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, which includes sourcing quotes, efficient payment processing, auditing, and meticulous scheduling to meet event requirements and team capacity.
• Partner with the Team Lead to ensure timely delivery of production elements to clients.
• Contribute to the continuous improvement of operational efficiency by developing and refining event production best practices, templates, and documentation.
• Provide internal and external stakeholders 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
Please be aware that we know experience does not always look like we describe it. If you believe you would be an excellent fit for this role.

• Bachelor’s Degree or equivalent experience preferred.
• Position requires 3-5 year of 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 demonstrating a proactive attitude in 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.
• This role will be assigned to a primary location but will require flexibility to be deployed to support across the campus as required.

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
• Generous Paid Time Off Allowance
• 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 $69,962.00 - $80,457.00. This role is also eligible for an annual discretionary bonus and overtime compensation, in accordance with applicable policies.
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.