Project Coordinator (Event Management)

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. 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 (Hybrid, 4 days in office, subject to change to 5 days at any time)

There is a requirement to travel domestically 10-20%

The Project Coordinator supports a team of Project Managers in planning and executing virtual, in-person, and hybrid events, ensuring exceptional service and creative solutions for high-touch clients. Responsibilities include supporting event logistics, budget tracking, registration, transportation, food & beverage, and onsite staffing. This role offers an excellent opportunity for an entry-level event planner to gain experience in a corporate environment while working with a dynamic team of event professionals.

Your Contributions

• Responsible for supporting the planning and execution of virtual, in-person and hybrid events
• Support events from creative concept and development through initial briefing to reconciliation including but not limited to, budget management, site selection, hotel/venue management, registration management, transportation, food & beverage, décor, staffing, name badge coordination, collation of materials and shipping of event materials for in-person events
• Support other team members with event management and onsite execution
• Keep team members and internal stakeholders well informed of all relevant logistical information
• Create timely and effective communications as often as needed
• Work with the team to ensure adherence to client standards of operations
• Responsible for accurate and timely budgeting, invoicing and reconciliation of events
• Share knowledge of best practice 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

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 . Please contact View email address on ziprecruiter.com if you need an accommodation at any stage of the recruitment process.

• 1-2+ years of experience including entry level meeting planning and supporting a team
• Bachelor's Degree preferred
• Proficient with Microsoft Office applications such as PowerPoint and Excel
• Ability to establish relationships and maintain a positive rapport with colleagues, clients, vendors, and suppliers
• Creative problem solver, resourceful, and a team player
• Ability to manage multiple projects simultaneously, prioritize heavy workloads, and maintain attention to detail
• Calm and flexible approach to handling the pressure and stress of ever-changing demands
• Highly organized with excellent time management skills to handle multiple tasks simultaneously, meet strict deadlines, and maintain attention to detail
• Ambitious, proactive, and flexible when dealing with ever-changing situations
• Willing to travel when required
• Demonstrated ability to collaborate with colleagues at all levels
• Highly motivated, able to work independently

ADMINISTRATION & GENERAL:

• Work intelligently and ensure that Managers are aware of problems or issues which negatively affect productivity
• Strict and accurate adherence to company's time tracking policies and systems
• 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 $56,988 to $65,536. This role is also eligible for an annual discretionary bonus.

• Requires ability to work other shifts and weekends and in excess of 40 hours/week, as necessary
• Requirement to be onsite at domestic events, and may require international travel when necessary
• Requires the ability to lift / move up to 30 pounds when necessary
• Essential physical requirements including standing, sitting, typing, handling of materials including lifting / moving items

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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.