Project Coordinator

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, a global leader in event production and technology.

About the role

The Project Coordinator is an integral part of our Events & Experiences team and will support and/or execute various tasks within the project lifecycle. The role supports the Project Lead and Project Team in aspects such as research of venues, suppliers, admin tasks, and client meetings. Responsibilities are determined by the Project Lead at the kick-off stage and may evolve as project scope develops.

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.

Responsibilities

• 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.
• Research appropriate project suppliers and venues, plus virtual & hybrid platforms, apps, and new technologies as required. Liaise with suppliers and the internal contracting team for required paperwork to ensure proper onboarding.
• 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 efficient use of people and time.
• Work with the Global Creative Studio on creative asset tracking & trafficking from brief to production.
• Source venues, book and attend site visits, prepare 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).

Requirements

• Bachelor’s Degree preferred.
• 1-2 years of experience in a similar role.
• 20-40% travel required; frequency may vary based on customer, event, and business needs.

Benefits

• Medical, Dental & Vision (including a high deductible health plan option with HSA).
• 401(k) retirement plan.
• Five Flexible Spending Accounts options.
• Generous Paid Time Off allowance.
• Employee Assistance Program (EAP).
• Life, Disability, and Pet Coverage.
• Wellness stipend.
• Complimentary access to Headspace, Teladoc, Maven, Rocket Lawyer, Mobilo, and Aura Identity Theft Protection.

Pay

The base pay for this position ranges from $56,988.00 to $65,536.00. This role is also eligible for an annual discretionary bonus and overtime compensation, in accordance with applicable policies.