Project Manager

Date Posted: Posted30+ days ago
Sydney NSW

Job Description


FIRST is a leading global events agency with offices in London, New York, Los Angeles and Singapore. Some of the world’s most recognized companies trust us to develop their event strategies, design and produce engaging live experiences. FIRST clients span many industries including financial services, aerospace, technology, consumer electronics, healthcare, automotive, media, and non-profit. We are ‘Gold’ Investors in People and ranked 14th Place at the UK’s Best Workplaces™ Awards.

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In this capacity, the ideal candidate would represent the FIRST brand as an implant in our Solutions account for a Financial Services company. The Project Manager will consistently deliver exceptional service to our clients through excellent project management and will be an integral part of the overall Event Management Group responsible for managing, supporting, and/or executing the coordination of conferences and events. S/he will be responsible for managing several internal and client-facing programs at a time.

JOB LOCATION: Sydney, Australia

JOB CATEGORY: Meeting Management


  • Work with the Team Leader and client team to implement the client’s event objectives while consistently demonstrating and contributing towards a united team spirit
  • Support the Team Leader to ensure best practice within the Event Team by following and adhering to the account SLA (Service Level Agreement) and KPI’s (Key Performance Indicators) ensuring they are adopted and maintained at all times by all FIRST representatives
  • Understand and consistently deliver on the OBC (Output-Based Charging) model
  • Ensure that all client’s policies and procedures, legal and compliance requirements as they relate to event project management are adhered to at all times
  • Delivery of consistent service excellence across multiple client’s relationships, and assigned projects at all times
  • Support of other team members with assigned responsibility for specific components of large flagship conferences
  • For assigned event projects you are required to communicate clearly the resource requirements for support both precisely and in advance to ensure the Team Leader is able to allocate available colleagues


  • Project lead management of all assigned conferences, events, and on-campus events from inception through execution to on-site delivery and post-event debrief. This also includes venue, destination, and supplier research as required
  • Build excellent relations with Clients through positive, precise, clear verbal and written communication
  • Provision of clear and precise communication around tasks you assign to colleagues taking ownership for whole or part project elements for which you are the lead
  • Full management responsibility for assigned project budget creation, budget approval process enquiries, costs and contract negotiations with suppliers, timely invoice processing, final reconciliation, SMS accuracy, and database reporting
  • Creation and management of project timeline and reporting to internal clients as required on progress, key milestones, and any client team deliverable deadlines
  • Working closely with Event Tech Coordinators/ Managers to ensure the event website, registration, and reporting process runs smoothly and efficiently and tech updates are communicated to event hosts in a timely manner
  • Working closely with the internal client to determine the invitees and registration process, and reporting as required by the client on attendance progress, and all delegate attendance communications
  • Working closely with the In-House Creative Team to effectively determine a timely plan for the creation and design of conference and event collateral, save the dates, invitations, speaker booklets, attendee lists, and agendas as well as any other marketing materials required
  • Management as well as knowledge and understanding of audio-visual requirements, internal and external speaker management, collection and program order collation of all presentations, food and beverage requirements including menu tastings when appropriate
  • Preparation of all detailed on-site event management documentation as well as the verbal briefing of support staff, venue, and all suppliers directly responsible for delivering the event or conference
  • Domestic and International travel for site inspections as well as on-site management of live events
  • Post-event final budget spend, attendance reporting, and client operational de-brief and post-event re-booking of venues for the following year where appropriate
  • Contribute to the creation and deepening of a knowledge bank of venues, hotels, destinations, and services that ensures the FIRST team are providing expert advice and recommendations to clients;
  • Consistent demonstration of effective time management on all assigned projects
  • Assist in training and monitoring of new starters within the team as assigned by the Team Leader


  • Extensive event management, project planning, leadership, and negotiation skills
  • Preferred Financial Services Industry experience in events, marketing, and/or communications
  • Demonstrated first-hand knowledge and experience of venues and destinations in ANZ
  • A strong network of supplier contacts and established working relationships
  • Strong knowledge of registration, conferences, meetings, F&B, and production management
  • Experience in managing and training teams of people both in planning and execution of events
  • Experience in working with and managing Senior clients
  • Excellent oral and written communication skills
  • Good/advanced working knowledge of the MS Office Suite


  • University graduate in Events Management, Communications or Marketing
  • Experience of working across teams in a global event company


  • Work intelligently and ensure that the Team Leader is aware of problems or issues which negatively affect productivity
  • Strict and accurate adherence to the company’s time tracking policies and systems
  • Ensure knowledge is shared within the team through positive communications
  • 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
  • Key administrative platforms used by Project managers include CVENT for conducting venue searches, registration, and reporting processes; Concur for reporting monthly expenses and SMS for budget management and reconciliation.

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