Senior Project Manager (event management)

FIRST; Town of Boston (NY); Hybrid; USD 95,000 - 109,000; Full time

Benefits offered by this job

Medical, Dental & Vision

401(k)

Flexible Spending Accounts

Employee Assistance Program

Life, Disability & Pet Coverages

Wellness Stipend

Headspace access

Aura Identity Theft Protection

Discretionary Bonus Structure

Global Opportunities

Job summary

FIRST is a global brand experience agency delivering content, creative, digital technology and more. The Senior Project Manager will support client events from briefing to reconciliation, overseeing virtual, in-person and hybrid formats.

You will manage budgets, vendor contracts, registrations and onsite logistics, collaborating with cross-functional teams to ensure seamless experiences for Fortune 500 clients across multiple sectors. Travel 20-40% is required.

Qualifications

• Bachelor’s Degree preferred.
• Hospitality, Marketing, Event Management, Communications, Project Management.

Responsibilities

• Full life-cycle planning and execution of multiple events in virtual, in-person and hybrid capacity.
• Financial management including budget development and management, expense management and final financial reporting.
• Sourcing, negotiating and managing venue selections and contracts with suppliers.
• Coordinate registration, food & beverage, transportation, hotel accommodations, entertainment, AV needs and speaker selection for all programs.
• Collaborate with Marketing, Production, Event Technology, Data teams and Legal/Compliance on deliverables.
• Plan and manage virtual events including timelines, invitations and communications with attendees and sponsors.
• Train and mentor new joiners.
• Lead and mentor a team (up to 5 direct reports) with coverage planning and workload balancing.
• Ensure adherence to client standards and risk guidelines; drive value adds and commercial opportunities.

Skills

Cvent

Excel

Microsoft Office

Project management

Client management

Communication skills

Education

Bachelor’s Degree

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 haveutilizedthree 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 include2026Chief Marketer Agency of the Year, the Ad Net Zero Award forsustainability, and more.

Location: New York or Boston, MA. This is a hybrid role, must live in the NY tri state area or Boston, MA area and be able to go into office 3-4 days a week.

The Senior Project Manager is responsible for supporting the client with their internal and/or client-facing events and conferences while consistently delivering exceptional service through excellent project management and creative solutions. This includes the management of all aspects of the event operation, from initial briefing to reconciliation, including but not limited to project plans, collateral, registration, transportation, hotel accommodations, entertainment, food and beverage, gift selection, audio/visual needs, webcasts, staging, speaker selection, execution, reconciliation and so on.

There is a requirement for onsite events to travel domestically or abroad as required.

Your Contributions

• Full life-cycle planning and execution of multiple key events in a virtual, in-person and hybrid capacity
• Financial management, including: budget development and management, expense management and invoice processing, timely post-meeting reconciliation and final financial reporting
• Sourcing, negotiating and managing site selections, contract management for venues and suppliers
• Coordinate registration, food and beverage, transportation, hotel accommodations, entertainment, gift selection, audio/visual needs, webcasts, staging and speaker selection for all programs; strong focus on vendor management
• Work seamlessly with key internal partners on event deliverables (i.e. Marketing for print and digital design and collateral elements, Production on Audio Visual, Event Technology team on web builds, data team on attendee management, Legal and Compliance as required, etc.)
• Virtual event planning and project management including confirming appropriate virtual platform, creation of timelines, invitation process, thorough and regular communications to attendees, suppliers and stakeholders
• Assist with the training of new joiners
• Manage and mentor a team, which may include up to 5 direct reports. Management responsibilities, if applicable, include:
• Managing vacation schedules for direct reports ensuring coverage for the client at all times including providing coverage when team members are out of the office on vacation or for an event
• Oversee workload of the team ensuring day to day understanding of capacity/pressure points
• Management of staffing assignments considering individual team members capacities and capabilities
• Management of personal development reviews for direct reports
• Lead and motivate direct reports, encouraging a productive and positive atmosphere
• Work with the team to ensure adherence to the client’s standards of operation and policies; ensure compliance and risk guidelines are followed
• Create and closely monitor value adds at every opportunity and demonstrate commercial awareness
• Share knowledge of best practices, new suppliers, services and venues
• Deepen relations with existing clients and maximize on all opportunities to generate new business

What We Are Looking For

• Bachelor's Degree Preferred
• Hospitality, Marketing, Event Management, Communications, Project Management

8-10+ years’ Event Management experience, preferably in the financial services industry or a corporate environment

• Advanced experience of events, conferences, meeting and production management, including but not limited to C-level executive dinners, cocktail receptions, meetings, recognition events, and sponsorships
• Extensive experience with managing senior clients in planning and execution of events
• Experience managing a team of employees is a plus, but not required as not all Senior Project Manager roles have management responsibilities
• Strong proficiency working in Cvent
• Strong proficiency with Microsoft Excel and Microsoft Office
• Advanced project management skills with the ability to manage multiple projects simultaneously
• Excellent written and oral communication skills
• Extensive industry knowledge of new suppliers, venues, services, and best practices with active participation in the industry
• Strong client management skills with the ability to influence and lead by example, fostering a positive environment
• Strong team player, able to co-plan with colleagues and the client on large scale programs
• Strong ability to create best practice 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
• Travel 20-40%
• Strong communication skills and empathy for complex issues

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

• Medical, Dental & Vision,which includes theoptionof ahigh deductiblehealth 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 acrossdifferent locations.

United States Residents:

The base pay for this position ranges from $95,167.00 to $109,441.00. This role is also eligible for an annual discretionary bonus.

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.