Administrative Assistant, Conference Allocations and 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 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.

FIRST also understands that businesses worldwide, including us, need to adopt more sustainable and socially responsible practices. Our vision of sustainability at FIRST is about fostering a People centric, Purpose driven & Planet conscious culture.

Learn more at www.firstagency.com

Our story started over 25 years ago growing through collaboration, innovation, strong culture, and a focus on people, specifically our people. Our people inspired, developed, and grew FIRST to the incredible brand experience creator it is today.

And our hope is that you become the next page of our story in developing how our agency connects more people beyond what they thought was possible.

A welcoming, creative and ambitious workplace that offers personal and professional growth for all individuals. At FIRST, you'll find:

• A welcoming workplace that fosters diversity and belonging with a focus on team members feeling valued, respected, and supported.
• Creative teams that enjoy challenging work with an ability to make an impact on those around them.
• An experiential organization that cares about the development and career experience of each employee, focusing on excellence and flexibility with the right balance of structure to thrive.

Location: New York, NY (Hybrid) Must reside in the tri state area to be able to go into office 3 days per week, but subject to change at any time to 5 days in office.

What You Would Get To Do

The Administrative Assistant, Conference Allocations and Roadshows will support both the Marketing Events team and Corporate Access management by handling logistics, scheduling, and client coordination for both roadshows and corporate conferences. This role will be responsible for planning and executing investor meetings and roadshows, working closely with internal teams, corporate clients, and investors.

Your Contributions

Conference Allocation

• Coordinate and schedule meetings for investors, internal teams, and corporate clients during corporate access conferences
• Collaborate with Corporate Access Specialists, Corporates, Research, Institutional Equity Sales, and Investment Banking to coordinate and allocate Corporate Access Days and Conferences
• Develop and maintain strong relationships with corporate management teams and internal stakeholders
• Allocate 1x1 and group meetings for conferences of varying sizes and complexity, either as a lead or in a support role
• Maintain and distribute conference schedules while ensuring timely updates to meeting agendas
• Manage and respond promptly to a high volume of emails in a shared team inbox
• Work with the Sales team to understand investor needs and growth potential
• Communicate meeting details with corporate contacts and the Sales team to ensure seamless execution
• Provide on-site support at conferences, managing last-minute changes and requests
• Assist in the execution of both virtual and in-person events

Roadshow Coordination

• Plan and execute non-deal roadshows, field trips, group meetings and virtual events across all sectors
• Oversee logistics, including hotel accommodation, ground transportation, private and commercial air travel
• Calendar management and meeting coordination for investors, internal teams and corporates
• Handle event budgets effectively and assist with expense reconciliation
• Act as a direct point of contact for corporate management teams while coordinating with Sales, Research, and Corporate Access teams
• Balance multiple events and client requests, prioritising tasks and escalating issues when necessary
• Maintain accurate records in internal databases and ensure all investor and program information is up to date
• Support attendee management, including name badge printing and distribution at New York-based roadshows
• Assist in post-event reporting, feedback collection, and continuous improvement initiatives
• Assist with regular event reporting and manage ad hoc requests as needed
• Domestic Travel (10% Annually)

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. Please contact recruiting@firstagency.com if you need accommodation at any stage of the recruitment process.

• Experience including entry-level meeting planning, corporate access, investor relations, supporting a team, or a similar role including relevant internship experience, a plus
• Bachelor's Degree in Hospitality, Marketing, Event Management, Communications, Project Management, Business, Finance or related field preferred.
• Proficient with Microsoft Office including Excel, Outlook and PowerPoint
• Experience with CRM/event management tools such as Cvent, a plus
• Ability to manage multiple projects simultaneously under tight deadlines
• Strong organizational skills and attention to detail
• Excellent written and oral communication skills
• Ability to work independently while collaborating effectively with cross-functional teams

United States Residents: The base pay for this position ranges from $59,000 -$65,000. This role is also eligible for an annual discretionary bonus.

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