Project Manager; Event Planning

Project Manager (Event Planning Experience required)

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.

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Location:
Jersey City, NJ (Hybrid, 3 days in office, subject to change to 5 days at any time)

The Project Manager is responsible for supporting clients with both internal and client-facing events and conferences, delivering exceptional service through effective project management and creative solutions. This role involves overseeing all aspects of event operations, from initial briefing to post-event reconciliation. Key responsibilities include managing project plans, collateral, registration, transportation, hotel accommodations, entertainment, food and beverage, audio/visual needs, webcasts, staging, speaker coordination, and event execution.

There is a requirement for onsite events to travel domestically or abroad as required.

Your Contributions

• Full life cycle planning and execution of multiple key events in a virtual, in-person and hybrid capacity
• Financial management, including budget development and management, expense management and invoice processing, timely post-meeting reconciliation and final financial reporting
• Sourcing, negotiating and managing site selections, contract management for venues and suppliers
• Coordinate registration, food and beverage, transportation, hotel accommodations, entertainment, gift selection, audio/visual needs, webcasts, staging and speaker selection for all programs; strong focus on vendor management
• Work seamlessly with key internal partners on event deliverables (i.e. Marketing for print and digital design and collateral elements, Production on Audio Visual, Event Technology team on web builds, data team on attendee management, Legal and Compliance as required, etc.)
• Virtual event planning and project management including confirming appropriate virtual platform, creation of timelines, invitation process, thorough and regular communications to attendees, suppliers and stakeholders
• Co-plan with colleagues and the client on larger scale programs; strong team player
• Ensure adherence to the client’s standards of operation and policies and that compliance and risk guidelines are followed
• Assist with the training of new joiners
• Travel when applicable for site inspections and on-site management of live events to ensure full coordination of logistics and on-site teams for in-person events
• Post-event wrap up including final attendees, budget reconciliation, observations, as well as client debriefs for year over year improvements

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.

• 5–7+ years’ event management experience, preferably in a corporate or financial environment
• Experience in events, conferences, meeting and production management, including but not limited to C-level executive events, cocktail receptions and dinners, meetings and multi-day events
• Experience in working with and managing senior clients
• Bachelor’s Degree preferred
• Proficient with Microsoft Office applications such as PowerPoint and Excel
• Motivated, self-starter, ability to work independently and project plan; ability to think innovatively
• Excellent project management skills with the ability to manage multiple projects simultaneously; proven ability to work well under pressure to meet established deadlines
• Virtual event experience preferred – Webex and Zoom experience a plus
• Leadership/influencing/negotiation and decision-making skills
• Resourceful individual with the ability to take direction…