Event Coordinator in London

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.

As an Event Coordinator, you will be instrumental in the seamless planning and execution of Small to Mid-Scale Events for our clients. You will take a proactive role in understanding client objectives, developing comprehensive event plans, and serving as the primary on-site point of contact to ensure successful delivery. Collaborating closely with the wider FIRST team and various internal and external partners, you will help create exceptional event experiences and foster strong client relationships.

Your Contributions

• Serve as the main point of contact for assigned small to mid-scale events, working directly with event hosts to define their objectives, requirements, and logistical needs.
• Contribute to the event service delivery team by supporting the senior Event Managers throughout the planning and execution process.
• Consult and advise on detailed event plans, including timelines, budgets, vendor recommendations, and logistical arrangements, to ensure alignment with client goals.
• Coordinate all logistical aspects of assigned events, including catering, audio-visual requirements, security arrangements, and the management of event materials (swag/collateral).
• Provide consultative planning support to Event Hosts, offering creative solutions and recommendations to enhance the event experience within budgetary constraints.
• Be the primary on-site coordinator for assigned events, overseeing setup, managing vendor activities, assisting with badging, troubleshooting issues, and ensuring all operational and logistical needs are met.
• Conduct thorough discovery meetings with Event Hosts to fully understand their event objectives, target audience, and desired outcomes.
• Review event budgets and proactively offer suggestions to optimize spending and maximize the client's investment.
• Organize event logistics, including décor, entertainment, catering, and all other necessary elements, ensuring they align with the event plan and client preferences.
• Collaborate with the Production Coordinator to ensure timely acquisition of client assets for AV, production, and branding.
• Proactively identify opportunities to enhance the event that will help achieve the desired objectives.
• Review assigned meeting spaces to ensure appropriate allocation and communicate any space needs, changes, or cancellations to the relevant teams.
• Consistently monitor assigned event spaces and setup information to ensure all event details are current and deadlines are met.
• Create, manage, and distribute comprehensive event details, project timelines, and key deadlines to all relevant stakeholders and service lines, utilizing approved internal templates.
• Collaborate closely with all relevant departments to define and manage event requirements and deliverables.
• Coordinate load-in, setup, and strike schedules with facilities and relevant vendors (AV, décor, catering, security, etc.) to ensure smooth and efficient operations.
• Be motivated to incorporate creative and innovative ideas into event planning and execution.
• Manage multiple Small to Mid-Scale events concurrently, demonstrating strong organizational skills and attention to detail.

What We Are Looking For

• 1-3 years of progressive experience in event coordination or corporate meeting planning, demonstrating a growing understanding of event logistics and planning processes.
• Solid experience in coordinating meetings and events for groups ranging from small to medium sizes (e.g., 20-150+ people).
• Proven ability to work effectively with cross-functional teams and interact professionally with various levels of stakeholders in a fast-paced environment.
• A strong understanding of event objectives and the ability to align event plans with the overall vision and strategy of the Event Host and the event itself.
• Exceptional organizational and time management skills, with the capacity to manage multiple tasks simultaneously and adhere to strict deadlines.
• Proactive and creative problem-solving skills, with a resourceful and solution-oriented mindset.
• Adaptability and flexibility in responding to changing circumstances and evolving event demands.
• Excellent interpersonal and communication skills (both written and verbal), with the ability to build strong working relationships.
• Strong attention to detail and a commitment to ensuring high-quality event execution.
• Proficiency in using event management software, Google Suite and Microsoft Office Suite.
• A calm and professional approach when handling pressure and managing on-site situations.
• Must be fluent in English.
• Ability to work on-site a minimum of 5 days a week, potentially across various building locations. This is an on-site position.
• This role will be assigned to a primary location but will require flexibility to support events across the campus as required.
• Flexibility in hours is required; must be willing to work mornings, evenings, and potentially weekends as needed to support event schedules.

Benefits

• Private Medical Insurance with BUPA from day one
• 28 Days Annual Leave PLUS