Event Administrative Coordinator Intern

Job Description

Job Description

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: Jersey City, NJ - Client is in the Financial Services sector

In Person: This role necessitates being in person for 20 hours minimum per week, 3 days a week in office based on school schedule, if applicable.

What You Would Get To Do:

FIRST is offering a paid internship program for undergraduate students, who are eligible to receive college credit, or graduate students wanting to gain experience in the events and experiences industry. We are seeking a highly motivated Intern looking to gain experience in a corporate environment while working with a dynamic group of event professionals. The Intern will represent the FIRST brand as an in-person implant in our Solutions account and provide administrative assistance to a team of Project Managers on a day-to-day basis.The Intern will support the Project Managers on a day-to-day basis with all aspects of event logistics for both virtual and live events. This individual will handle administrative and support duties including organizational tasks; coordination with suppliers; freelancer paperwork and onboarding; electronic filing; preparation of documents, presentation materials and arrangements for meetings, on-site support, and registration, etc. The ideal candidate will have proficient computer skills using Microsoft Office Suite and excellent written and verbal communication skills. FIRST is a fast-paced environment with quick turn-around times to meet client deadlines.

Your Contributions

• Support and work in tandem with the Project Managers and Events Team on all aspects of delivering virtual and live events
• Research and source new suppliers, contacts, and venues
• Organize and order event materials and supplies
• Participate in and provide on-site support at events, as needed
• Prepare documents, presentation materials, and arrangements for meetings
• Compile related paperwork including contracting and onboarding requirements
• Update and distribute internal documents
• Keep electronic event files and reports organized and up to date
• Offer proactive and creative ideas throughout the planning process
• Communication and client relationship skills to act as the contact point between Shared Services departments and the internal Events Team
• Time management and prioritization skills to ensure efficient functioning of schedules and office systems
• Demonstrate excellent research and organization skills
• Maintain the company's standard operating procedures
• Ad hoc projects as requested

Act as an ambassador for the FIRST brand, leading by example and displaying the company's core values (Ambition, Creativity, Excellence, Integrity, Teamwork)

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.

• Currently enrolled in an accredited college or university pursuing a bachelor's or master's degree
• Experience in an administrative function a plus, but not required
• Prior event coordination experience a plus, but not required
• Working knowledge of Microsoft Office
• Excellent project management skills, including attention to detail, multi-tasking, prioritization of tasks, attention to detail, and ability to meet strict deadlines
• Team player, able to take direction and run with it
• Excellent written and verbal communication skills
• Ambitious and proactive
• Highly organized with ability to handle multiple tasks to meet strict deadlines
• Proactive work style with the ability to work autonomously
• Strong adaptability to situations and ever-changing demands
• A calm and flexible approach to handling pressure and stress
• Build excellent relationships with team through positive communications
• Outgoing, comfortable interacting with individuals of all levels and providing input and guidance as needed

United States Residents: The base pay for this position is $20/hr for undergraduate $25/hr graduate students

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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.