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Senior Project Manager - Event Management - CAPIM115

Newport Beach, CA

ABOUT OUR COMPANY

FIRST is a leading global brand experience 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 nonprofit 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 candidate would represent the FIRST brand while embedded within a Solutions account for a major financial services institution. The Senior Project Manager will consistently deliver exceptional service to our clients through excellent project & data management and event coordination for both in-person and virtual events. S/he will be responsible for managing several internal and client-facing programs at a time, supporting C-level and senior stakeholders. This role will also be responsible for producing monthly and quarterly metrics, as well as integrating best practices on a consistent basis.

 

JOB LOCATION: Newport Beach, CA (in-office required)

 

RESPONSIBILITIES:

  • Deliver events that are world-class and exceed clients’ expectations
  • Responsible for the planning and execution of multiple key events, in particular, high profile events, as well as creative employee events
  • Maintain task lists and timelines for each of these events
  • Travel for site visits and on-site execution as necessary (estimated 20%)
  • Manage all aspects of the event operation from initial briefing to reconciliation
  • Keep speakers and internal participants well informed of all relevant logistical information
  • Work strategically with Marketing and client-facing professionals on achieving event goals
  • Manage event data and create quarterly reports for all US events
  • Create timely and effective communications as often as needed 
  • Act as client liaison and ensure SLA’s (Service Level Agreements) are monitored and achieved throughout the event planning process
  • Field questions and offer advice to team members to assist with creative problem solving
  • Work with the team to ensure adherence to client standards of operations
  • Responsible for accurate and timely budgeting and reconciliation of events
  • Create and closely monitor value adds at every opportunity, and look to find innovative ways to deliver content and enhance each event
  • Share knowledge of best practices regarding new suppliers, services, and venues
  • Always look to integrate best practices and raise the bar at each event
  • Be proactive with ideas and creative solutions
  • Mentor and support other team members as required

 

QUALIFICATIONS:

  • 10+ years’ event management or event marketing experience preferably in a financial/corporate environment
  • Virtual event experience required, Cvent experience and GlobalMeet experience preferred
  • Bachelor’s Degree required
  • Direct experience interfacing with senior stakeholders and high profile speakers
  • Advanced data management skills
  • Ability to travel an estimated 20% for programs yearly
  • Superior attention to detail
  • Ability to work in a fast-paced environment and lead group meetings with senior management
  • Highly responsive to key stakeholder inquiries
  • Strong written and oral communication skills
  • Proficient technical skillset working in Excel, PowerPoint, and HTML programs to create invitations
  • Advanced project management skills, including budget creation, management, and reconciliation
  • Advanced experience with conference, meeting, and production management
  • Excellent supplier knowledge and negotiating skills
  • Advanced working knowledge of Microsoft Office; specifically Excel & PowerPoint
  • Creative problem solver and decision-maker; resourceful
  • Team-oriented while also being able to work autonomously
  • Adaptability – to situations and ever-changing demands
  • Highly organized – ability to handle multiple tasks to meet strict deadlines
  • Excellent time management and multi-tasking skills
  • Ambitious, proactive, and creative
  • A calm, professional, and flexible approach to handling high-pressure situations 

 

PREFERRED QUALIFICATIONS:

  • Advanced working knowledge of key US destinations (e.g. New York, Chicago, Miami, etc.)
  • Experience in the Financial Services industry
  • Experience working in large and complex databases
  • Advanced knowledge of venues and suppliers in key US cities
  • Experience with Exact Target and Microsoft CRM are a plus but not required

 

ADMINISTRATION & GENERAL:

  • Track time in FIRST’s proprietary time tracking tool for capacity planning
  • Assume responsibility for own environment, ensuring adherence to health and safety policies while having clean smart surroundings
  • Work intelligently and ensure that managers are aware of problems or issues which negatively affect productivity
  • Build excellent relations with the team through positive communications
  • Ensure knowledge is shared within the team to enable them to work smarter and more efficiently
  • Work on ad hoc requests from FIRST and client as required, typically during quiet times

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