Project Manager

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.

The Project Manager is a key member of FIRST’s global Events & Experiences team, delivering exceptional service through superior project management. This role leads, manages, and executes virtual, hybrid, and in-person events worldwide, overseeing the full project lifecycle from concept to reconciliation. Responsible for client relationships, budget management, vendor negotiations, and team leadership, the Project Manager ensures seamless event execution while maximizing efficiency and profitability.

Your Contributions:

• Manage and prioritize the execution of small to mid-sized virtual, hybrid, and in-person events, while supporting the project management of large multi-day events.
• Sourcing, negotiating, contracting and managing supplier selection, increasing profitability where possible.
• Liaise with the clients and vendors to ensure all logistics and requirements are fulfilled.
• Manage and maintain all event documents to keep the project team aligned, including but not limited to: Operations Decks, Timelines, Budgets, Staffing Plans, etc.
• Coordinate and run virtual events, rehearsals, technical checks with clients, speakers, etc.
• Work directly with hotels and venues to facilitate the needs to the meeting in both pre-planning and onsite delivery of the events.
• Manage and work directly with vendors (e.g., florists, gifting vendors, caterers, musicians, furniture rental companies, photographers, etc.).
• As required, work with local partners or authorities to manage permitting or other specific logistics connected to non-standard venues, experiences.
• Support other members of the Events & Experiences team when applicable in any of the following capacities: speaker management, one-on-one coordinator, rooms manager, ground transportation, data entry, etc.
• Collaborate with the various internal departments such as Venue Sourcing, Event Technology, Technical Production, Creative & Design and Strategy teams on project elements; by briefing, directing, keeping track of progress in order to be constantly aware and able to present feedback and updates to clients.
• Help manage event communications, ensuring any issues or changes that might impact events are escalated or approved through proper channels and are documented.
• Follow and adhere to all FIRST standards and practices connected to successful project management.
• Create and manage event budgets, including invoicing, reconciliation, and cashflow tracking.
• Track time spent to projects to accurately reflect the work being done.
• Stay informed about industry trends, suppliers, and best practices, participating in events to expand professional networks.
• 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:

• 5-7 years of experience.
• Proficient with G suite, Zoom and Microsoft Office Suite (including Outlook and Excel, Teams and SharePoint).
• Proficient in Excel Budget management and reconciliation.
• Strong presentation creation and formatting skills.
• Familiarity with web-based event platforms such as Zoom, vFairs, SpotMe, Cvent, GlobalMeet, and lntrado.
• Awareness of Technical Production and Creative Asset Management fulfillment preferred, not required.
• Cvent experience preferred.
• SalesForce experience desirable.
• Very good oral and written communication skills.
• Strong attention to detail.
• Demonstrated ability to collaborate with colleagues at all levels.
• Strong adaptability to situations and ever-changing demands.
• Highly organized self-starter with excellent time management skills to handle multiple tasks and meet strict deadlines.
• Calm and flexible approach to handling the pressure and stress of ever-changing demands.
• Flexible and willing to work outside normal business hours (evenings, weekends) and travel when required for site-visits and on-site management of events.
• Resourceful individual with the ability to take direction and work independently; be proactive with ideas and creative problem solving.
• Excellent timekeeping.
• Strong knowledge of venues and suppliers in key cities.
• This role will require travel 40-60% of the time.

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

• Private Medical Insurance with BUPA from day one.
• 28 Days Annual Leave PLUS Bank Holidays.
• Personal Volunteer Day.
• 20 Days of Sick Pay each Year.
• Enhanced Parental Leave (Maternity & Paternity).
• Wellness Stipend.
• Complimentary access to Headspace, Rocket Lawyer & Maven.
• Life Insurance.
• Employee Assistance Program (EAP).
• Cycle to Work Scheme.
• Season Ticket Loan.
• Mobile Phone Allowance.
• Pension Scheme Enhancements.
• 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.

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.