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March

Event Project Manager

FIRST - Sydney, NSW

Marketing
Source: uWorkin

JOB DESCRIPTION

ABOUT OUR COMPANY

FIRST is a leading global brand experience agency providing Content, Creative, Digital Technology, Management & Delivery, and Data & Insights services. Operating as a full-service agency partner or through embedding specialist talent into client teams, FIRST brings brands and people together through creative, connected experiences. Spanning 11 countries and with more than 400 team members, FIRST works with clients across industries including financial services, technology, media, consumer electronics, medical and healthcare, automotive, aerospace and the non-profit sector. Event Marketer Magazine listed FIRST among their “Top 100 Event Agencies” for 2020, as well as one of 2020’s “Best Places to Work in Events.” Crain’s New York Business also recognized FIRST as one of the Top 100 “Best Places to work in NYC” for 2020, and The London Stock Exchange Group listed FIRST as one of “1000 Companies to Inspire Britain” in 2020.

For more information please visit: www.firstagency.com .

JOB DESCRIPTION

In this capacity, the ideal candidate would represent the FIRST brand situated within our Solutions account for an Investment Management company. The Events Project Manager will consistently delivery exceptional service to our clients and will be an integral part of the overall Conference and Events team. S/he will be responsible for managing, supporting and executing the coordination of conferences and events.


JOB CATEGORY: Meeting Management

JOB LOCATION: Sydney, Australia 

RESPONSIBILITIES:

  • Responsible for the planning and execution of virtual and in-person events across Australasia including roundtables, seminars, conferences, client hospitality and sponsored events and virtual events including webcasts, webinars and conference calls
  • Work strategically with Marketing and Client-facing professionals on achieving event goals and objectives
  • Manage all aspects of the event operation from initial briefing, venue and platform sourcing, event creation, budgeting, food and beverage requirements to reconciliation and reporting
  • Working closely with relevant stakeholders to identify invitees and oversee delegate management process of all projects
  • Speaker and internal stakeholder management including clear information on relevant logistical aspects of the event
  • Work strategically with Marketing and Client-facing professionals on achieving event goals and objectives
  • Measure and optimize performance of all events to enhance client value and drive growth; work with Marketing and digital to develop KPIs and create mechanism to analyse ROI and impact on business results
  • Monitor developments and trends in event innovation to ensure client brand stays ahead of competitors and be proactive with ideas and creative solutions 
  • Manage and prepare all materials and premiums related to events including packing
  • Share knowledge and best practice regarding new suppliers, services and venues
  • Email creation and build of invitations, reminders, confirmations and replays on Marketo
  • Co-ordinate with Compliance to ensure events are fully compliant with regulations
  • Provide support for general marketing activities and to the APAC events team where capacity allows


ADMINISTRATION & GENERAL RESPONSIBILITIES

  • Manage and maintain the APAC events calendar and APAC Data Collection spreadsheet
  • Work closely with the digital team to arrange event reporting/metrics
  • Responsible for accurate and timely budgeting and reconciliation of events
  • Creating and maintaining SOP for managing virtual events across APAC
  • Manage customer relationship management (CRM) database for in-person and virtual events
  • Maintaining premium stocks in office and plan for any upcoming events for reordering
  • Management of vendors contributing to events (i.e. gifts, printed materials, audio-visual companies, hotel venues etc.)
  • Tracking own time accurately on FIRST’s time tracking software
  • Ensure knowledge is shared within the team to support everyone working effectively
  • Working on ad-hoc requests from client as required
  • Ensuring FIRST is aware of problems or issues which negatively affect productivity
  • Build excellent relations with team through positive communication 
  • Maintain client liaison and ensure SLA’s are monitored and achieved throughout the event planning process
  • Adherence to client standards of operations and best practice at all times, including meeting with regulatory compliance and legal procedures
  • Be proactive with ideas and creative solutions
  • Share knowledge and best practice regarding new suppliers, services and venues


QUALIFICATIONS, KEY SKILLS & EXPERIENCE

  • Extensive event management or event marketing experience in a financial environment, specifically in Asset Management
  • Proficient supplier knowledge and negotiating skills
  • Excellent working knowledge of Microsoft Office, Excel
  • High-level conference, meetings, exhibitions and production management and organization experience
  • Experience of stakeholder management, comfortable managing senior colleagues
  • Creative problem solver and decision maker; resourceful
  • Team-oriented whilst also being able to work autonomously 
  • Adaptability - to situations and ever changing demands
  • Excellent time management and multi-tasking skills to meet strict deadlines
  • A calm and flexible approach to handling pressure and stress
  • Experience working internationally


PREFERED ATTRIBUTES

  • Working knowledge of key destinations
  • Excellent knowledge of venues and suppliers in key cities
  • Experience working with large and complex event management databases
  • Experience with Cvent, Microsoft CRM, Marketo preferable
  • Experience with audience engagement technology
  • Language