• Assist in designing and organizing internal and external events as well as trade show appearances • Research and coordinate venues, vendors, equipment, and other event elements • Communicate with internal teams and external partners, and obtain and compare quotes • Support event execution and follow-up, including analysis and documentation

Role Description We are seeking a highly organized and detail-oriented Events & Operations Coordinator to support the planning, execution, and logistical management of our client’s diverse event portfolio. This role is critical to ensuring seamless event delivery, efficient vendor coordination, and robust support for the production team. The ideal candidate thrives in a fast-paced environment, enjoys working cross-functionally, and takes pride in the flawless execution of complex moving parts. Key Responsibilities - Event Logistics & Planning - Coordinate end-to-end event logistics, including venue sourcing, load-in/load-out schedules, and onsite flow. - Manage the scheduling of LTL freight and courier services for event equipment, signage, and promotional materials. - Oversee transit accuracy by tracking shipments and resolving logistical hurdles—from delivery delays to damaged rental gear—to ensure everything arrives before doors open. - Partner with warehouse teams to ensure inventory and event "kits" are packed accurately and shipped on schedule. - Vendor & Contract Management - Process and sync vendor contracts and invoices flawlessly using QuickBooks and project management tools. - Validate service agreements, ensuring pricing, insurance requirements, and fulfillment terms are spot-on. - Coordinate delivery schedules across a network of caterers, AV technicians, and external decorators. - Act as the primary point of contact for external partners, troubleshooting changes and keeping all stakeholders in the loop. - Operational Support - Support production operations through meticulous schedule monitoring and task management. - Organize and update event files, ensuring floor plans, run-of-shows, and guest lists are accurate and easily accessible. - Coordinate special requests and budget approvals across departments to ensure timely execution of last-minute event needs. - Reporting & Data Management - Generate and share inventory reports for event assets to ensure production teams are always aligned. - Manage event analytics reporting, including registration tracking and budget-vs-actual spend updates. - Track asset movement to proactively flag maintenance needs or stock-outs of event-specific collateral. Qualifications - 2+ years of experience in event planning, event operations, hospitality logistics, or a related role. - Hands-on experience with QuickBooks or similar financial/ERP software is strongly preferred. - Strong proficiency in Excel or Google Sheets (for budget tracking and manifest management). - Experience in Adobe Illustrator is a plus (for minor tweaks to event signage or floor plans). - Exceptional attention to detail and the ability to manage multiple high-pressure deadlines simultaneously. - Strong communication skills and a "solutions-oriented" mindset. Preferred Qualifications - Experience coordinating LTL freight shipments for trade shows or large-scale activations. - Background in experiential marketing, CPG brand activations, or large-scale conferences. - Familiarity with inventory management for physical event assets. Requirements - Minimum Technical and Work Environment Requirements: - Internet Connection: - Primary internet connection with a minimum speed of 15 Mbps. - Backup internet connection with at least 10 Mbps. - Backup connection must be capable of supporting work during a power outage. - Primary Device: - Desktop or laptop equipped with at least: - Intel Core i5 (8th generation or newer), Intel Core i3 (10th generation or newer), AMD Ryzen 5, or an equivalent processor. - A minimum of 8 GB RAM. - Backup Device: - Must meet or exceed the performance of an Intel Core i3 processor. - Must be functional during power interruptions. - A functioning webcam. - A noise-canceling USB headset. - A quiet, dedicated home office space. - Peripherals and Workspace: A smartphone for communication and verification purposes. Benefits - Join Our Dynamic Team: Experience our fun, inclusive, innovative culture that values your unique contributions and supports your professional growth. - Embrace the Opportunities: Seize daily chances to learn, innovate, and excel. Make a real impact in your field. - Limitless Career Growth: Unlock a world of possibilities and resources to propel your career forward. - Fast-Paced Thrills: Thrive in a high-energy, engaging atmosphere. Embrace challenges and reap stimulating rewards. - Flexibility, Your Way: Embrace the freedom to work from home or any location of your choice. Create your ideal work environment. - Work-Life Balance at Its Best: Say goodbye to stressful commutes and hello to quality time with loved ones. Achieve a healthy work-life integration to perform at your best.

• Execute regional, partner, and VIP events from planning through on-site delivery • Manage logistics including venues, vendors, registration, shipping, travel, and on-site coordination • Maintain event timelines, project plans, and budgets • Partner with creative and marketing teams to produce event assets and materials • Support omni-channel event campaigns across email, social, web, and paid channels • Manage registration systems, landing pages, and tracking for lead attribution • Coordinate logistics and technical execution for virtual and hybrid events • Partner with sales on event goals, target audiences, and follow-up plans • Coordinate attendee lists, pre-event outreach, and post-event lead handoff • Support sales teams with event materials and logistics for trade shows and conferences • Ensure attendee and lead data is accurately captured in Salesforce for follow-up • Support post-event communications and nurture campaigns • Work closely with SDR team to ensure rapid, consistent follow-up on event-generated leads • Track and report on event performance metrics including attendance, engagement, and pipeline impact • Identify opportunities to improve event processes and ROI • Manage vendor relationships, quotes, and deliverables • Track event spend, reconcile invoices, and maintain budget accuracy • Identify opportunities to optimize costs and improve efficiency

Building A Brand Starts With Our Story 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 listed among the 2025 Most Innovative Marketing Agencies of the Year by Chief Marketer, named Top Agency of the Year 2024 by Event Marketer, highlighted as a Global Agency of the Year, over 100 Employees by C&IT, and listed among the "200 Top Marketing Agencies" in 2024, 2023, & 2022 by Chief Marketer. Learn more at www.firstagency.com Location: Remote within US What You Would Get To Do: The Events Administration Coordinator supports the operational, financial, and administrative functions of an embedded events team within a client account. This role bridges event delivery and financial coordination, ensuring the smooth execution of vendor onboarding, invoice management, payment tracking, reporting, and team operations. The Coordinator plays a key part in maintaining process accuracy and compliance across client systems and spend management platforms, while also assisting with day-to-day event and project logistics, as required. The ideal candidate is organized, proactive, and detail-oriented, with the ability to work across multiple priorities and communicate effectively with vendors, internal teams, and client stakeholders. Your Contributions: Vendor & Financial Administration - Coordinate or assist with vendor onboarding and maintenance across systems (i.e. KY3P, Ariba, Spend Management). - Manage documentation, contracts, and approvals through approved systems. - Process and track invoices, ensuring timely submission, issue resolution, and compliance with client processes. - Reconcile event-related payments and support month-end accruals and reconciliations. - Assist in tracking budget spend and preparing basic reports or summaries for leadership review. - Liaise with Accounts Payable and Project Accounting teams to ensure timely vendor payments and accurate coding. - Support with monthly expense reconciliation, if applicable to the dedicated account. - Assist with event-related purchasing, payments, and expense tracking to ensure compliance with client and company standards. Operational & Administrative Support - Respond to daily inquiries from internal teams and external vendors with professionalism and accuracy. - Support employee onboarding within the event team, including preparation of welcome documents and training coordination, as required. - Assist with system access management, internal requests, and process documentation updates. - Maintain team databases, trackers, and shared resources to ensure version control and information accuracy. - Coordinate team engagement initiatives (e.g., milestone tracking, celebrations, and team events). 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, please apply - we would love to see how you could fit at First. - 1-3 years of relevant experience - Bachelor's Degree preferred - Proficient with Microsoft Office applications such as Excel and PowerPoint - Highly organized with excellent time management skills to handle multiple tasks simultaneously, meet strict deadlines, and maintain attention to detail - Highly motivated, able to work independently and exhibit strong work ethic - Ability to establish relationships and maintain a positive rapport with colleagues, clients, vendors and suppliers - Excellent oral and written communication skills - Creative problem solver, resourceful, and a team player - Ability to manage multiple projects simultaneously, prioritize workloads and maintain attention to detail - Calm and flexible approach to handling the pressure and stress of ever-changing demands - Ambitious, proactive and flexible when dealing with ever-changing situations - Demonstrated ability to collaborate with colleagues at all levels 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 - Mobile Phone Allowance - 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 $45,000 to $48,000. #LI-AB1 #LI-remote 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.