Event Assistant
il y a 5 jours
MAIN DUTIES
The Events Operations Unit manage and handle all phases of the logistics of international in-person and hybrid events, ranging from small size (10-100 attendees),
medium (100-500 attendees) to a Summit (+2500 attendees).
RESPONSIBILITIES
Assist with all phases of logistics for international in-person and hybrid events.
Responsibilities include, but are not limited to:
HAMBURG 2025:
- Assist in tracking and updating staff accommodation arrangements to ensure all
needs are addressed
- Assist in coordinating and following up on catering orders (confirming guest numbers, menu details, etc.) and organizing
daily onsite meetings, ensuring efficient execution and strong supplier collaboration.
- Assist in organizing the two main social events (e.g. Welcome Reception and
- Networking Dinner) by supporting communication with the local host, collecting
necessary reports, verifying attendance numbers, and providing onsite assistance
as required.
- Assist the registration team by verifying and handling registrations, processing invoicing, and responding to attendee inquiries.
- Perform various manual and assistant tasks as needed to support the Events
OTHER:
- Support the implementation of the 2025 staff retreat taking place in Brussels by
assisting with contract follow-up, setting up & managing registrations, as well as
- providing onsite support.
- Assist with researches and explore options for 2026 staff retreat and outing to
- support event planning.
- Provide support in the planning and execution of Board Meetings, collaborating with the local host and colleagues from the Events Operations Unit to ensure seamless organization and smooth delivery.
- Offer comprehensive interim support to the Events Operations Unit, assisting with
- various tasks across event planning, logistics, and coordination to ensure smooth
execution of ongoing and upcoming events.
- Salary: 2500 euros gross
PROFILE
- A professional experience in the organisation of events (e.g. workshops,
seminars or conferences), in particular in a multicultural environment
- Fluent written and spoken English and French, proficiency in German is a plus
- Proficient user of Microsoft tools, especially Excel
- Ready to travel internationally if necessary
- Excellent analytical, organisational and problem-solving skills
- Creative and used to thinking outside the box
- Great attention to detail
- Ability to work effectively under tight deadlines in a highly dynamic
work environment
- Ability to handle many simultaneous tasks while delivering high-quality work
- Excellent interpersonal and collaboration skills: ability to work
both independently and as a valuable team player
- High level of customer focus and action-oriented
- Excellent networker
- Able to handle stress and remain calm
-
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