Junior Roadshow Administrative Coordinator

Job Type: Location Type: On-site

 

Building A Brand Starts With Our Story

FIRST is a leading global brand experience agency providing Content, Creative, Digital Technology, Management & Delivery, and Data & Insights services. Operating as a full-service agency partner or through embedding specialist talent into client teams, FIRST brings brands and people together through creative, connected experiences.

FIRST works with clients across various industries, including financial services, technology, new & traditional media, aerospace, healthcare, and professional services. FIRST has received numerous accolades, including being named one of the Top 150 Event Organizers & Agencies in the USA by Eventex, being listed among the “200 Top Marketing Agencies” in 2023, 2022 & 2021 by Chief Marketer, being recognized as one of the “50 Top Event Companies” by Special Events, being included in the Top 100 “Best Places to Work in NYC” by Crain’s New York Business, and being listed as one of the “1000 Companies to Inspire Britain” by The London Stock Exchange Group.

FIRST also understands that businesses worldwide, including us, need to adopt more sustainable and socially responsible practices. Our vision of sustainability at FIRST is about fostering a People centric, Purpose driven & Planet conscious culture.

Learn more at www.firstagency.com

Our story started over 25 years ago growing through collaboration, innovation, strong culture, and a focus on people, specifically our people. Our people inspired, developed, and grew FIRST to the incredible brand experience creator it is today.

And our hope is that you become the next page of our story in developing how our agency connects more people beyond what they thought was possible.

A welcoming, creative and ambitious workplace that offers personal and professional growth for all individuals. At FIRST, you’ll find:

• A welcoming workplace that fosters diversity and belonging with a focus on team members feeling valued, respected, and supported.
• An experiential organization that cares about the development and career experience of each employee, focusing on excellence and flexibility with the right balance of structure to thrive.
• Creative teams that enjoy challenging work with an ability to make an impact on those around them.

Location: Onsite in New York office (5 days a week)
What You Would Get To Do:

In this capacity, the ideal candidate would represent the FIRST brand embedded within a Solutions account for a Financial Services company. FIRST Solutions is the proprietary strategic meetings management model offered by FIRST, which embeds specialist talent into organizations to provide Content, Creative, Digital Technology, Management & Delivery, and Data & Insights. The Junior Roadshow Administrative Coordinator will consistently deliver exceptional service to our high-touch clients through excellent project management and creative solutions. This is a junior/entry level role supporting a busy roadshow department. This role would suit an entry-level graduate or a school leaver with experience working in a corporate environment.

Your Contributions

• Coordinate venue sourcing, site visits, and space bookings, using discretion to support high-profile roadshow events.
• Oversee financial bill backs, database updates, and client registration to ensure smooth roadshow operations.
• Support team with venue sourcing
• Provide full administrative support to a large team of Roadshow Event Coordinators.
• Support team with database management (Plan-It) when required for Roadshows
• Arrange all bill backs for client accommodation
• Attend group events, where required and manage delegate registration
• Maintain and update the roadshow team directories for hotel sales, reception, concierge and account services contacts
• Schedule hotel site visits and hotel meetings held on-campus
• Keep a log of all site visits and attendance at events
• Book on-campus conference space and set up dial-ins when required
• Manage weekly calendar and distribution
• Support with on-boarding new team members
• Support team with ad hoc requests/projects

A plus would be a candidate who is Japanese-speaking to help support the Tokyo desk.

RESPONSIBILITIES FOR TOKYO DESK SUPPORT:

• Support team with venue sourcing and restaurant bookings
• Provide administrative support to the Tokyo Roadshow desk
• Support team with database management (Plan-It) when required
• Arrange credit card authorization for client accommodation
• Attend group events in the US, where required, and manage delegate registration
• Maintain and update the roadshow team directories for hotel sales, reception, concierge, and account service contacts
• Book on-campus conference space and set up dial-ins when required
• Support FIRST teams with ad hoc requests/projects (for example, if a Japanese conference came up in 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+ year’s experience including any relevant internship experience
• This role would suit an entry-level graduate or an individual with prior experience working in a corporate environment.
• Bachelor’s Degree preferred
• Restaurant/Hotel/Venue background preferred
• No Investment Banking/Roadshow experience is required
• A self-starter who is motivated, proactive, and always solutions-orientated
• Attention to detail/accuracy is vital
• Ability to multi-task and prioritize
• Enjoys working as part of a team and works collaboratively
• Competent with Microsoft Office, particularly Word and Excel
• Good communication skills (verbal and written)
• Confident, driven, and motivated to succeed
• Flexibility to work outside normal business hours as required

ADMINISTRATION & GENERAL

• Work intelligently and ensure that team management is aware of problems or issues which negatively affect productivity
• Strict and accurate adherence to company’s time tracking policies and systems
• Ensure knowledge is shared within the team through positive communications
• Flexible and willing to work long hours (evenings, weekends) and travel
• Work on ad hoc requests from clients as required
• Assume responsibility for own environment, ensuring adherence to health and safety policies while having clean smart surroundings

United States Residents: The base pay for this position ranges from $50,000-$75,000. This role is also eligible for an annual discretionary bonus.

Please note the national salary range listed in the job posting reflects the new hire salary range across various U.S. locations that would be applicable to the position. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.

#LI-KM3

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.