Event & Venue Specialist
First Global Management Services, Inc.São Paulo, Sao Paulo, Brazil · Posted 2 months agoDescription
Building a Brand starts with a Story
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. FIRST is part of the broader Encore family of companies. Encore is a global leader in event production and technology.
Consistently recognized for excellence, recent honors include 2026 Chief Marketer Agency of the Year, the Ad Net Zero Award for sustainability, and more.
Learn more at www.firstagency.com
What You Would Get To Do
In this capacity, the ideal candidate would represent the FIRST brand as an implanted team member for a well-known technology company. The Event & Venue Specialist will consistently deliver exceptional concierge level service to our client through excellent operational and logistical facilities management. This position will be responsible for managing, supporting and/or executing the meticulous coordination of various "high touch" events within the client’s meeting spaces. The role requires strong operational understanding and advanced experience in event logistics and venue management.
Essential Duties & Responsibilities
- Central point of contact to facilitate the venue’s logistical needs including the coordination of catering, audio-visual, security, swag/collateral, and transportation
- Manage booking requests/room blocks utilizing the client’s internal system and ensure calendar invitations are sent for prep meetings and speaker scheduling
- Provide on-site support on the day of the event, including assisting clients with registration processes, badge printing, and escorting guests to their designated locations.
- Administrative duties including supply management, event documentation and post event communications to key stakeholders
- Support on-site events as day of point contact for the client and customers
- Responsibilities associated with an event will include but may not be limited to: logistical and operational responsibility, establishing A/V, budget management, décor, staffing and catering
- Manage client expectations on logistical issues and escalate issues as needed
- SWAG management, keeping accurate inventory of all supplies and ensuring sufficient stock
- Liaise and build relationships across different levels within the immediate team and the client’s organization; effectively work cross-functionally
- Work with the team to ensure adherence to client standards of operations
- Be responsible for accurate and timely reconciliation of events
- Be proactive with ideas and creative solutions
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.
- Position requires 2-4 year of experience
- Bachelor's Degree preferred
- Strong meeting coordination experience for meetings/conferences ranging between 50 – 300+ people
- Must be fluent in English
- Experience working cross-functionally with all levels of stakeholders in a fast-paced environment
- Ability to understand the meeting/event objective and mission, business, and audience in order to align with the overall vision and strategy of the needs of the Event Host and event
- Organizational and time management skills
- Ability to execute tasks independently and efficiently
- Creative problem solver, resourceful, team player
- Adaptability to situations and ever-changing demands
- Highly organized with the ability to handle multiple tasks to meet strict deadlines
- Excellent time management and multi-tasking skills
- Ability to think of new ideas and processes to improve efficiency
- Ambitious and proactive with a calm and flexible approach to handling pressure
- Experience working on large and complex databases
- Ability to work independently and as part of the team
- Excellent customer service: passionate about providing customers a world class experience, with the desire to go above and beyond
- Assume responsibility for own environment, ensuring adherence to health and safety policies while having clean smart surroundings
- Work intelligently and ensure management is aware of problems or issues which negatively affect productivity
- Build excellent relationship with team through positive communications
- Ensure knowledge is shared within the team to enable them to work smarter and more efficiently
- Work on ad hoc requests from clients as required
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.
- Comprehensive Medical Coverage
- Meal Allowance (Vale-Refeição)
- Food Voucher Benefit (Vale-Alimentação), where applicable
- Transportation Voucher (Vale-Transporte)
- Life Insurance Coverage
- Employee Assistance Program (EAP)
- Wellness Stipend
- Complimentary Access to Headspace and Maven
- 13th-Month Salary in accordance with Brazilian labor law
- Discretionary Performance Bonus Opportunity
- Paid Vacation, Vacation Bonus, Public Holidays, and other statutory benefits in accordance with Brazilian labor laws and applicable employment requirements
FIRST is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. FIRST is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We stand firm: FIRST will not tolerate discrimination or harassment based on any of these characteristics. If any candidate feels that they are unable to meet the requirements of the role, please get in touch to discuss adjustments or other suitable roles.
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