Event Manager

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

This role requires full-time, on-site presence. 

What You Would Get To Do

The Event Manager is the primary point of contact for hosts after the campus event space is booked, serving as the primary liaison between the client and all venue departments. This role is responsible for the meticulous planning, coordination, and on-site execution of meetings, and events. The ideal candidate will ensure all client needs are met and expectations are exceeded, ensuring a seamless, high-quality experience for the client and event guests. The role requires strong operational understanding and practical experience in event logistics and venue management. Along with other FIRST team members, the Event Manager will represent the FIRST Solutions brand on-site within a well-known tech company.

Essential Duties & Responsibilities 

Client & Event Management:

• Act as the primary client contact after the event space is booked, managing all details from planning to post-event.
• Conduct pre-conference planning meetings with clients to understand their vision, objectives, and detailed requirements, including meeting room setups, catering needs, audiovisual technology, guest demographics and agenda times.
• Review of all meeting space to ensure proper space assignment
• Guide clients through the event planning process, offering expert advice, creative solutions, and opportunities to enhance the guest experience and successful event delivery
• Manage multiple programs/events of varying complexity, across product areas, with creativity, innovation, and strategy delivering world class service execution
• Review and enforce all client policies, event and local site guidelines.

Internal Coordination & Communication:

• Serve as the central communication hub, coordinating with all internal departments, including Catering/Food, Facilities, Audiovisual/Production, Reception, and Security to consolidate touchpoints between client and service teams..
• Lead and attend key internal meetings, such as event operational meetings, to ensure all service teams are well informed on client expectations and event execution.
• Create, manage and distribute event details, project timeline and key deadlines to all stakeholders and service lines
• Coordinate load in, set up,  strike schedules and general oversight for 3rd party service providers that will be supporting the event on campus
• Maintain expert knowledge of the venue’s facilities, services, capacities, and operational capabilities.

On-Site Execution:

• Be present on the day of the event to greet the client, oversee event setup, and act as the main point of contact for any on-site needs, changes, or troubleshooting.
• Proactively identify and resolve any service or logistical challenges in real-time, ensuring a smooth and successful event for the client and their attendees.

Administrative:

• Using approved internal templates and systems, prepare and manage all event-related documentation, including detailed Event Orders (EOs), Event resumes, Run of Shows, diagrams/floorplans, quotes for AV packages and additional items/services with associated costs, host communications, post event reporting ensuring accuracy and timely distribution to all operational departments.
• Conduct post-event evaluations and solicit client feedback to identify areas for improvement.

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. 

• Bachelor's Degree preferred

Experience:

• A minimum of 3-5 years of progressive experience in event planning, conference services, or catering, preferably in a large-scale hotel, resort, or conference center.
• Proven track record of successfully managing multiple large, complex events simultaneously.

Certifications:

• Certified Meeting Professional (CMP) designation is highly desirable.

Technical Skills:

• High proficiency in event management software (e.g., Delphi, Cvent, Eventbrite, or similar).
• Proficiency in the Google Workplace Suite.
• Strong understanding of banquet/catering operations, audiovisual technology, and room setup configurations.
• Advanced event planning/production experience for events typically ranging between 50 - 300+ people

Core Competencies:

• Exceptional Communication: Superior verbal and written communication skills to interact professionally and effectively with clients, vendors, and internal team with varying expertise and varying levels.
• Organizational Prowess: Meticulous attention to detail and outstanding organizational and time-management skills. Ability to prioritize and manage multiple projects in a fast-paced environment.
• Problem-Solving: A proactive, creative, solution-oriented mindset with the ability to think critically and remain calm under pressure.
• Interpersonal & Leadership: Strong leadership and interpersonal skills. Ability to build rapport with clients and motivate operational teams.
• Collaboration & Influence: Confident and skilled in negotiating with clients and service providers to achieve mutually beneficial outcomes.
• Flexibility & Adaptability: Must be able to flex work schedule to include early mornings,  evenings, and occasional weekends, based on event demands. Adaptability to situations and ever-changing demands.

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.