Coordinator, Conference Allocation & Attendee Data - London

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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 named one of the Top 150 Event Organizers & Agencies in the USA by Eventex, being listed among the "200 Top Marketing Agencies" in 2023, 2022 & 2021 by Chief Marketer, being recognized as one of the "50 Top Event Companies" by Special Events, being included in the Top 100 "Best Places to Work in NYC" by Crain's New York Business, and being listed as one of the "1000 Companies to Inspire Britain" by The London Stock Exchange Group.

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JOB DESCRIPTION

The Coordinator, Conference Allocation & Attendee Data will be responsible for the ownership of conference allocation administrative tasks, statistical reporting and the full life cycle of the attendee registration process for events and conferences. In this 50/50% split role, the requirement to have a meticulous and detail-orientated approach to managing data and advanced knowledge of Excel is critical.

• Accurate and consistent management of all administrative tasks relating to the one-on-one conference allocation team including daily reports and statistical analysis pre and post-event
• Expertly use the required tools and systems to complete requests and event requirements
• Responsible for bespoke correspondence to attendees
• Maintenance and distribution of conference schedules for attendees
• Build relationships with key internal stakeholders and corporates to keep them abreast of developments throughout the conference timeline
• Accurate and consistent management of the attendee registration process for events and conferences including the end-to-end event life cycle of the delegate management process
• Liaise with internal and external technology/production vendors on registration access, unique links and all requirements related to virtual and in-person programs
• Support planners with overall event logistics and implementation; website content, sourcing gifts, printing, packaging, and shipment of event collateral in line with customs policies and other requirements
• Produce customer satisfaction surveys and post-event attendee data analysis and reporting
• Providing excellent service to clients and key stakeholders through clear communication
• Escalate challenges where appropriate through the right channels
• Assist in the development and improvement of innovative online registration processes
• Anticipate potential issues and work to solve them proactively
• Support any team members with any ad hoc projects or provide general assistance when required

QUALIFICATIONS, KEY SKILLS & EXPERIENCE

• The position requires 1-3 years of relevant experience
• Ability to manage multiple projects simultaneously; strong ability to prioritize work
• Strong proficiency with Microsoft Office – specifically with Excel
• Cvent and or conference management software is preferred
• Experience developing and maintaining large data sets with the ability to analyse and report on the data
• Knowledge and general understanding of the financial services industry is preferred
• Strong interpersonal and customer service skills with the ability to handle sensitive information quickly with discretion and build rapport across all levels of the firm
• Highly motivated, able to work independently
• Strong team player, eager to support others; foster positive team dynamic
• Exhibit strong work ethic, patience, and a winning attitude
• Flexible and willing to work outside normal business hours (evenings, weekends) and travel when required

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