Event Production Coordinator

firstglobalmanagementservicesinc; New York (NY); On-site; USD 52,000 - 78,000; Full time

Job summary

FIRST, a premier brand experience agency, seeks an Event Production Coordinator to deliver exceptional administrative and technical support for on-site events in the NY area. You will be the main technical contact, coordinating all event production deliverables and managing budgets to ensure seamless execution from planning to delivery.

With 3–5 years in meeting planning or AV operations, you’ll partner with the team to elevate event quality, maintain client satisfaction and ensure adherence to

Qualifications

• Bachelor's Degree or equivalent experience preferred.
• 3-5 years in meeting planning, production, AV sales or AV operations.
• Exceptional interpersonal and communication skills with clients and colleagues.
• Functional understanding of Audio Visual systems and processes.
• Strong client-centric approach and proactive problem solving.
• Highly organized with excellent time management for multi-tasking.

Responsibilities

• Serve as technical consultant and main on-site contact for events.
• Coordinate all event deliverables including videos, decks, audio, graphics and livestreams.
• Schedule tech checks, rehearsals, and client meetings.
• Provide on-site admin support: purchasing, scheduling, and run-of-show creation.
• Manage quotes, billing and tracking for events.
• Oversee freelancer sourcing and scheduling to meet event needs.
• Collaborate with Team Lead to ensure timely delivery of production elements.
• Maintain health, safety and compliance documentation during event planning and execution.

Skills

Interpersonal communication

Time management

Problem-solving

Conflict resolution

Client relationship

Education

Bachelor's degree or equivalent experience

Tools

G-Suite

Audio Visual systems

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.

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.

• 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 multi