Event & Hospitality assistant

Company Description Wolf Oil Corporation is a Belgium based an independent lubricants company. We specialize in bringing our customers tailored, technology-enhanced lubricants that make engines better, faster, greener and cleaner. Job Description Are you an organizational talent who thrives in a fast‑paced environment? Do you get energy from coordinating events, working with partners worldwide, and delivering outstanding experiences? Then you might be our new Event & Hospitality Assistant Your Role As an Event & Marketing Assistant, you support the full planning, coordination, and execution of regional and global partnership events. You will collaborate closely with internal teams, suppliers, and partners to ensure flawless event delivery from start to finish. Key responsibilities Event Planning & Coordination Support pre‑event preparation: logistics, media accreditation, supplier coordination, communication flow, and POSM Conduct supplier research across different countries (hotels, venues, catering, branding, promo staff, entertainment, teambuilding activities...) Provide on‑site operational support during events Coordinate agendas, activities, and expectations with internal teams and partners Communication & Administration Create and manage event communication (copywriting, event communication platforms, and AI tools) Provide administrative support: rooming lists, bookings, invoicing, customized event packages, etc. Prepare and follow up POSM materials Manage post‑event tasks: thank‑you communications, finalization of packages, coordination of aftermovie production, correctness checks in internal systems, CRM updates, and payment registrations Brand & Partnerships Support Assist with partnership reporting and operational brand tasks Maintain partner documentation (contract summaries, activation trackers, contact lists) Qualifications Strong communication skills and a collaborative mindset Organized, proactive, and able to multitask under pressure Fluent in English. Any additional language is an advantage Flexibility to travel and to work weekends when needed Proficient in Office tools (Excel, Word, PowerPoint) + basic Canva & AI tool skills Strong follow‑up skills: obtaining approvals, assets, and confirmations Driving license (category B) Minimum 2 years of experience in event management, hospitality, or project coordination Motorsport experience is a plus, but certainly not required What we offer The opportunity to build experience in international event coordination A dynamic and supportive team that values iniative A varied role where no two days are the same The chance to contribute to high‑level global partnership activations A varied and challenging role within a dynamic company (in Hemiksem), with ambitious projects on the horizon Family atmosphere with a diverse and international team of almost 300 specialists An organization where there is room for initiative and creativity, a culture known for collaboration & collegiality Flexible working hours and the opportunity to partially work from home Solid training and support with personal development at the core Competitive remuneration package supplemented with various extra-legal benefits (iPhone & mobile subscription, hospitalization insurance, outpatient care insurance, group insurance, meal vouchers, 3 extra leave days, benefit card Edenred, bicycle leasing, ...) Our Products We produce lubricants for all sorts of applications, from passenger cars to bikes and even construction machines, at our HQ in Hemiksem, Belgium. We blend these products in bulk as well as for our own two brands, Wolf and Champion. Thanks to the high quality of our products, we managed to engage in premium partnerships like WRC and Junior WRC, BMW EWC, Bud Racing Our way of working At Wolf Oil Corporation, our dynamic, innovative, and open structure reflects our value s of being connected, committed to excellence, and entrepreneurial . This adaptability allows us to navigate the ever-changing realities of the industry with confidence. Like the essential flow of lubricants in an engine, our energy and teamwork drive us to go the extra mile, time after time As an organization We prioritize co-creation and teamwork, reflecting our belief in being truly connected We maintain an agile and open approach, minimizing focus on hierarchy We stay attuned to the world around us, fostering authentic, long-term business relationships Our Colleagues Embody an entrepreneurial and adventurous spirit See change as a catalyst for growth, embracing innovation Share a can-do mentality, ready to roll up their sleeves when needed Work pragmatically, both as individuals and in teams, staying committed to excellence in everything they do.