Events Administration Coordinator

Описание вакансии

Building A Brand Starts With Our Story

FIRST is a leading global brand experience agency serving clients in various industries, including financial services, technology, new & traditional media, aerospace, healthcare, and professional services. FIRST has received numerous accolades, including being listed among the 2025 Most Innovative Marketing Agencies of the Year by Chief Marketer, named Top Agency of the Year 2024 by Event Marketer, highlighted as a Global Agency of the Year, over 100 Employees by C&IT, and listed among the "200 Top Marketing Agencies" in 2024, 2023, & 2022 by Chief Marketer.

Learn more at www.firstagency.com

Location: Remote within US

What You Would Get To Do:

The Events Administration Coordinator supports the operational, financial, and administrative functions of an embedded events team within a client account. This role bridges event delivery and financial coordination, ensuring the smooth execution of vendor onboarding, invoice management, payment tracking, reporting, and team operations.

The Coordinator plays a key part in maintaining process accuracy and compliance across client systems and spend management platforms, while also assisting with day-to-day event and project logistics, as required. The ideal candidate is organized, proactive, and detail-oriented, with the ability to work across multiple priorities and communicate effectively with vendors, internal teams, and client stakeholders.

YourContributions:

Vendor & Financial Administration

• Coordinate or assist with vendor onboarding and maintenance across systems (i.e. KY3P, Ariba, Spend Management).
• Manage documentation, contracts, and approvals through approved systems.
• Process and track invoices, ensuring timely submission, issue resolution, and compliance with client processes.
• Reconcile event-related payments and support month-end accruals and reconciliations.
• Assist in tracking budget spend and preparing basic reports or summaries for leadership review.
• Liaise with Accounts Payable and Project Accounting teams to ensure timely vendor payments and accurate coding.
• Support with  monthly expense reconciliation, if applicable to the dedicated account.
• Assist with event-related purchasing, payments, and expense tracking to ensure compliance with client and company standards.

Operational & Administrative Support

• Respond to daily inquiries from internal teams and external vendors with professionalism and accuracy.
• Support employee onboarding within the event team, including preparation of welcome documents and training coordination, as required.
• Assist with system access management, internal requests, and process documentation updates.
• Maintain team databases, trackers, and shared resources to ensure version control and information accuracy.
• Coordinate team engagement initiatives (e.g., milestone tracking, celebrations, and team 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.

• 1-3 years of relevant experience
• Bachelor's Degree preferred
• Proficient with Microsoft Office applications such as Excel and PowerPoint
• Highly organized with excellent time management skills to handle multiple tasks simultaneously, meet strict deadlines, and maintain attention to detail
• Highly motivated, able to work independently and exhibit strong work ethic
• Ability to establish relationships and maintain a positive rapport with colleagues, clients, vendors and suppliers
• Excellent oral and written communication skills
• Creative problem solver, resourceful, and a team player
• Ability to manage multiple projects simultaneously, prioritize workloads and maintain attention to detail
• Calm and flexible approach to handling the pressure and stress of ever-changing demands
• Ambitious, proactive and flexible when dealing with ever-changing situations
• Demonstrated ability to collaborate with colleagues at all levels

At FIRST, we believe that our success is driven by the passion, creativity, and commitment of our teams. That's why we offer a range of benefits and perks to support your personal and professional growth:

• Medical, Dental & Vision which includes the option of a high-deductible health plan (HDHP) with a health savings account (HSA)
• 401 (k)
• Five Flexible Spending Accounts Options
• Generous Paid Time Off Allowance
• Employee Assistance Program (EAP)
• Life, Disability & Pet Coverages
• Wellness Stipend
• Mobile Phone Allowance
• Complimentary access to Headspace, Teladoc, Maven, Rocket Lawyer, Mobilo & more
• Aura Identity Theft Protection
• Discretionary Bonus Structure
• Global Opportunities: With a presence in 7 countries worldwide, including headquarters in London, New York, and Singapore, you may have the opportunity to work on exciting projects across different locations.

United States Residents: The base pay for this position ranges from $45,000 to $48,000.

#LI-AB1

#LI-remote

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.