Project Coordinator, Corporate Events

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

Benefits offered by this job

Medical, Dental & Vision with HDHP/HSA

401 (k)

Flexible Spending Accounts

Generous PTO

Employee Assistance Program

Wellness Stipend

Headspace access

Aura Identity Protection

Job summary

FIRST is a global brand experience agency focused on Content, Creative, Digital Technology, Management & Delivery, and Data & Insights. Location: NY tri-state area with hybrid work.

The Project Coordinator will support the Project Lead and team through the entire event lifecycle, from research through execution, client meetings, and post-event follow-up. The role emphasizes cross-functional collaboration within the Events & Experiences team, coordinating venues, suppliers, contracts, and

Qualifications

• Bachelor’s Degree preferred.
• 1-2 years of experience required.
• Experience supporting project teams across in-person, hybrid and virtual events.

Responsibilities

• Support the Project Lead and wider Project Team with planning and execution, across multiple key events for in person, hybrid and virtual environments.
• Create, update and file relevant project working documents such as master decks, meeting agendas and minutes, WIP Decks, project timelines, plus scheduling and minute taking from team and client meetings, adhering to all FIRST standards and practices connected to successful project management.
• Research appropriate project suppliers and venues, plus virtual & hybrid platforms, apps and new technologies, as required. Liaising with suppliers and internal contracting team for required paperwork, to ensure suppliers are properly onboarded.
• Coordinate event collateral and gifts for in-person and virtual events.
• Process and track invoices and project expenses, working alongside the Project Lead and Finance team.
• Ensure timesheets are completed at the end of each working week and monitor accurate project team hours reporting.
• Coordinate host teams, staffing, crew logistics management and transportation with Project Leads, to ensure the most efficient use of people and time.
• Work with Global Creative Studio on creative asset tracking & trafficking, from brief to production.
• Source venues, book and attend site visits, prepare both venue sourcing presentations and site visit reports, working with Venue Sourcing.
• Review venue contracts and client addendums for accuracy and negotiate where applicable.
• Support the team with any ad hoc projects related to the function as needed.
• Act as an ambassador for the FIRST brand, leading by example and displaying the company’s core values (Ambition, Creativity, Excellence, Integrity, Teamwork)

Education

Bachelor’s Degree preferred

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. Location: New York. This is a hybrid position; candidates must reside in the NY tri-state area and be able to commute to the office.

What You Would Get To Do

The Project Coordinator is an integral part of our Events & Experiences team and will be responsible for supporting and/or executing various tasks within the project lifecycle. The role supports the Project Lead and Project Team in various aspects of the event, e.g., research of venues, suppliers, admin tasks, client meetings etc. The exact role per project is determined by the Project Lead at the kick-off stage, though can flex as project scope develops.

Essential Duties & Responsibilities

• Support the Project Lead and wider Project Team with planning and execution, across multiple key events for in person, hybrid and virtual environments
• Create, update and file relevant project working documents such as master decks, meeting agendas and minutes, WIP Decks, project timelines, plus scheduling and minute taking from team and client meetings, adhering to all FIRST standards and practices connected to successful project management
• Research appropriate project suppliers and venues, plus virtual & hybrid platforms, apps and new technologies, as required. Liaising with suppliers and internal contracting team for required paperwork, to ensure suppliers are properly onboarded
• Coordinate event collateral and gifts for in-person and virtual events
• Process and track invoices and project expenses, working alongside the Project Lead and Finance team
• Ensure timesheets are completed at the end of each working week and monitor accurate project team hours reporting
• Coordinate host teams, staffing, crew logistics management and transportation with Project Leads, to ensure the most efficient use of people and time
• Work with Global Creative Studio on creative asset tracking & trafficking, from brief to production
• Source venues, book and attend site visits, prepare both venue sourcing presentations and site visit reports, working with Venue Sourcing
• Review venue contracts and client addendums for accuracy and negotiate where applicable
• Support the team with any ad hoc projects related to the function as needed
• 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

Please be aware that we know experience does not always look like we describe it.

• Bachelor’s Degree preferred
• Position requires 1-2 years of experience
• Support the Project Lead and wider Project Team with planning and execution, across multiple key events for in person, hybrid and virtual environments
• Create, update and file relevant project working documents such as master decks, meeting agendas and minutes, WIP Decks, project timelines, plus scheduling and minute taking from team and client meetings, adhering to all FIRST standards and practices connected to successful project management
• Research appropriate project suppliers and venues, plus virtual & hybrid platforms, apps and new technologies, as required. Liaising with suppliers and internal contracting team for required paperwork, to ensure suppliers are properly onboarded
• Coordinate event collateral and gifts for in-person and virtual events
• Process and track invoices and project expenses, working alongside the Project Lead and Finance team
• Ensure timesheets are completed at the end of each working week and monitor accurate project team hours reporting
• Coordinate host teams, staffing, crew logistics management and transportation with Project Leads, to ensure the most efficient use of people and time
• Work with Global Creative Studio on creative asset tracking & trafficking, from brief to production
• Source venues, book and attend site visits, prepare both venue sourcing presentations and site visit reports, working with Venue Sourcing
• Review venue contracts and client addendums for accuracy and negotiate where applicable
• Support the team with any ad hoc projects related to the function as needed
• Act as an ambassador for the FIRST brand, leading by example and displaying the company’s core values (Ambition, Creativity, Excellence, Integrity, Teamwork)

Travel Requirement

20-40% travel required. Travel frequency may vary based on customer, event, and business needs.

Benefits & Perks

• 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

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 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.