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Project Manager Event Operations - NYMS85

New York, New York

PROJECT MANAGER


ABOUT OUR COMPANY

FIRST is a leading global events agency with teams in New York, Los Angeles, London, Dublin, Singapore and Hong Kong. Some of the world’s most recognized companies trust us to develop strategies, and design, plan and produce engaging events. FIRST clients span many industries including financial services, aerospace, technology, consumer electronics, medical and healthcare, automotive, media and the non-profit sector. We are on Event Marketer’s “Top 100 Event Agencies” and “Best Places to Work in Events” lists. We’ve also been recognized by Crain’s New York Business as one of the Top 100 “Best Places to Work in NYC”.

 

JOB DESCRIPTION

In this capacity, the ideal Project Manager would represent the FIRST brand as an implant in our Solutions account within a leading Investment Banking Division. The Project Manager will consistently deliver exceptional service to our clients through excellent project management and creative solutions. S/he will be responsible for managing several high profile internal and client-facing events and conferences annually.

 

RESPONSIBILITIES:

  • Full life-cycle planning and execution of multiple key events  in a digital/virtual capacity, and in-person

  • Virtual event planning and project management including confirming appropriate virtual platform, creation of timelines, thorough and regular communications to attendees, suppliers and stakeholders 

  • Work with key partners on driving specific event elements forward; i.e. Events Creative all print and digital design and collateral elements, Production on Audio Visual on elements for live or in-person events, Cvent team on web builds, Legal and Compliance as required.

  • Working with key partners to determine invitees and process, Attendee and Stakeholder communications

  • Overseeing attendee management with the Data Team, status reporting to the Business Unit hosts regularly

  • Financial management, including: budget development and management, expense management and invoice processing, timely post-meeting reconciliation, final financial reporting and cost analysis 

  • Implement creative and innovative aspects of each event including theme, decoration and design

  • Coordinate registration, transportation, hotel accommodations, entertainment, gift selection, audio/visual needs, webcasts, staging and speaker selection for all programs; strong focus on vendor management

  • Sourcing, negotiating and managing site selections, contract management for venues and suppliers

  • Travel (when applicable, approximately 30-35% annually) for site inspections and on-site management of live events to ensure full coordination of logistics and on-site teams for in-person events

  • Vendor management (i.e. venues, transportation, audio visual, entertainment, gifts, print materials, etc.)

  • Post event wrap up including final attendees, budget reconciliation, observations, suggestions for following year, Event surveys, as well as client de-briefs for year over year improvements

  • Work with the team to ensure adherence to the client’s standards of operation and policies; ensure compliance and risk guidelines are followed

  • Mentor and support other team members as needed

  • Co-plan with colleagues on larger scale programs; strong team player

  • 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

 

QUALIFICATIONS:

  • 4 – 7 years’ Event Management experience

  • Bachelor’s Degree preferred 

  • Motivated, self-starter, ability to work independently and project plan; ability to think innovatively

  • Excellent project management skills with the ability to manage multiple projects simultaneously; proven ability to work well under pressure to meet established deadlines

  • Leadership/influencing/negotiation and decision-making skills

  • Resourceful individual with the ability to take direction and work independently; be proactive with ideas and creative solutions

  • Customer focus, approachable;  ability to adjust to client needs and style and deepen relationships in support of their programs; adapt to ever changing demands and different client work styles

  • Proficient with Microsoft Office

  • Ambitious, proactive and highly organized

  • Strong client management skills

  • A calm and flexible approach to handling pressure and stress

  • Willing to travel to various locations for site-visits and on-site management of events

 

PREFERRED QUALIFICATIONS:

  • Knowledge of venues and suppliers in key US cities

  • Experience in the Financial Services industry

  • Experience working with large and complex databases 

  • Experience with Cvent & Dealogic a plus 

 

ADMINISTRATION & GENERAL:

  • Build excellent relations with the team through positive communications

  • Work intelligently and ensure that the Team Lead is aware of problems or issues which negatively affect productivity

  • Flexible and willing to work long hours (evenings, weekends) and travel 

  • Work on ad hoc requests as required

  • Strict and accurate adherence to company’s time tracking policies and systems

  • Assume responsibility for own environment, ensuring adherence to health and safety policies while having clean smart surroundings

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