Project Coordinator, Corporate Events

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.

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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.

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.

• 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)

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

• 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…