Administrative Assistant, Roadshows

Building A Brand Starts With Our Story

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 listed among the 2025 Most Innovative Marketing Agencies of the Year by Chief Marketer, named Top Agency of the Year 2024 by Event Marketer, highlighted as a Global Agency of the Year, over 100 Employees by C&IT, and listed among the "200 Top Marketing Agencies" in 2024, 2023, & 2022 by Chief Marketer.

Location: Onsite in New York office (3-4 days a week, subject to change at anytime)

What You Would Get To Do: 

The Administrative Assistant, Roadshows supports roadshow events by coordinating venue sourcing, site visits, and space bookings. This role also supports with managing financial bill backs, client registration, and database updates. The Administrative Assistant, Roadshows supports the Roadshow team by assisting with scheduling meetings, maintaining directories, and assisting with onboarding.  

Your Contributions 

• Coordinate venue sourcing, site visits, and space bookings, using discretion to support high-profile roadshow events.
• Bachelor's degree or equivalent practical experience preferred
• Oversee financial bill backs, database updates, and client registration to ensure smooth roadshow operations.
• Support team with venue sourcing
• Provide full administrative support to a large team of Roadshow Event Coordinators.
• Support team with database management (Plan-It) when required for Roadshows
• Arrange all bill backs for client accommodation
• Attend group events, where required and manage delegate registration
• Maintain and update the roadshow team directories for hotel sales, reception, concierge and account services contacts
• Schedule hotel site visits and hotel meetings held on-campus
• Keep a log of all site visits and attendance at events 
• Book on-campus conference space and set up dial-ins when required
• Manage weekly calendar and distribution 
• Support with on-boarding new team members
• Support team with ad hoc requests/projects
• 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 

Please be aware that we know experience does not always look like we describe it. If you believe you would be an excellent fit for this role, please apply - we would love to see how you could fit at FIRST. 

• 1+ year’s experience including any relevant internship experience 
• This role would suit an entry-level graduate or an individual with prior experience working in a corporate environment. 
• Bachelor’s Degree preferred
• Restaurant/Hotel/Venue background preferred
• No Investment Banking/Roadshow experience is required 
• A self-starter who is motivated, proactive, and always solutions-orientated
• Attention to detail/accuracy is vital
• Ability to multi-task and prioritize
• Enjoys working as part of a team and works collaboratively
• Competent with Microsoft Office, particularly Word and Excel
• Good communication skills (verbal and written) 
• Confident, driven, and motivated to succeed
• Flexibility to work outside normal business hours as required
• Travel (10% Annually)

ADMINISTRATION & GENERAL

• Work intelligently and ensure that team management is aware of problems or issues which negatively affect productivity
• Strict and accurate adherence to company’s time tracking policies and systems
• Ensure knowledge is shared within the team through positive communications
• Flexible and willing to work long hours (evenings, weekends) and travel 
• Work on ad hoc requests from clients as required
• Assume responsibility for own environment, ensuring adherence to health and safety policies while having clean smart surroundings

United States Residents: The base pay for this position ranges from $65,000-$75,000. This role is also eligible for an annual discretionary bonus.

Please note the national salary range listed in the job posting reflects the new hire salary range across various U.S. locations that would be applicable to the position. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.

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

• Medical, Dental & Vision which includes the option of a high deductible health plan (HDHP) with a health savings account (HSA)
• 401 (k) 
• Five Flexible Spending Accounts Options
• Generous Paid Time Off Allowance
• Employee Assistance Program (EAP)
• Life, Disability & Pet Coverages
• Wellness Stipend
• Mobile Phone Allowance
• Complimentary access to Headspace, Teladoc, Maven, Rocket Lawyer, Mobilo & more
• Aura Identity Theft Protection
• 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.

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