Event Support and Attendee Registration Coordinator

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. The Attendee Data Coordinator will support meeting planners in managing attendee registration for conferences and events, ensuring the smooth execution of data-related tasks. This role involves maintaining accurate attendee data, collaborating with event stakeholders, and managing the database to ensure consistency and accuracy. The Coordinator will assist with the development, testing, and management of event communications and online registration, and will support attendees throughout the registration process. Additionally, the role provides administrative support to the broader Attendee Data Management team as needed. Domestic travel may be required.

Your Contributions

• Work with event planners on overall registration management for a high volume of in-person, hybrid and virtual corporate events.
• Database management to ensure consistency of information, accurate data, inputting when required, generating lists and analysis upon request.
• Assist in the development, editing, testing and management of online registration and event communications such as save-the-dates, invitations, reminders, confirmations, surveys, etc.
• Diligent handling of confidential invitee data, ensuring information is consistent and accurate and following compliance guidelines of handling sensitive information (PII).
• Generating attendee lists upon request.
• Assist event planners in contacting attendees for required information, gift sizes, contact information, transportation details, overnight accommodation requirements, data points etc.
• Printing name badges, tent cards, place cards, departure notices, email confirmations, agenda, signage etc. where needed.
• Packing, ordering and shipping event supplies – maintain a shipping grid and track deliveries.
• Manage post-event attendee reporting.
• Pre-event and day-of support during execution of events/conferences; travel and on-site management for in-person meetings as needed.
• Supporting other members of the department with mailings, onsite assistance, ad hoc projects, etc.
• Anticipate potential issues and work to proactively solve them.

What We Are Looking For

• Advanced knowledge of Microsoft Excel.
• Prior experience with other event platforms such as Cvent, StarCite, Eventbrite, eTouches, or other registration website platforms is a plus.
• The individual must be comfortable assisting clients over the phone in navigating registration websites, so prior experience as a customer support or help desk representative is preferred.
• Able to manage multiple projects simultaneously.
• Motivated, self-starter, ability to take direction and work independently; ability to think innovatively.
• Flexible and willing to work outside of normal business hours (evenings, weekends) and travel when required to be on-site at events.
• Requirement to attend onsite events as required.

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.
• 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.
• 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. 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.