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?

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 mission
As an Event & Hospitality Assistant, you are part of the Global Marketing team and report to the Event & Hospitality Manager. You support the full planning, coordination, and execution of regional and global partnership events. You collaborate closely with internal teams, suppliers, and partners to ensure flawless event delivery from start to finish.
Your Key Responsibilities
Event Planning & Coordination

• Support the preparation and organization of events, including logistics, venues, catering, accommodation, transportation, media accreditation, brand and event materials
• Research, compare and coordinate suppliers across different countries, such as hotels, venues, catering companies, branding suppliers, promotional staff, entertainment and teambuilding providers
• Coordinate event schedules, activities and practical arrangements with internal teams, suppliers and partners
• Follow up on bookings, confirmations, deadlines and last‑minute changes
• Provide hands‑on operational support on‑site and help ensure everything runs according to plan
  

Hospitality & Event Administration

• Coordinate guest and partner arrangements, including rooming lists, bookings, travel details and customized event packages
• Support the hospitality experience before and during events and act as a practical point of contact for guests, partners and suppliers
• Prepare and follow up POSM and other event materials
• Process and follow up event‑related administration, including invoices, purchase‑related documentation and payment registrations
• Manage post‑event follow‑up, including finalizing event files, updating internal systems and CRM data, coordinating debriefs, and following up on remaining supplier or partner actions
• Support event communication where needed, such as practical guest information, invitations and thank‑you messages
  

Qualifications

• Organized, detail‑oriented, proactive, and able to multitask under pressure
• Hands‑on mindset and comfortable taking ownership of practical arrangements and follow‑up
• Strong communication skills and a collaborative mindset
• 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
• 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
  

Additional Information
What We Offer

• The opportunity to build experience in international event coordination
• A dynamic and supportive team that values initiative
• A varied role where no two days are the same
• The chance to contribute to high‑level and award‑winning 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 more than 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, ..)
  

Why join Wolf Oil Corporation?
At Wolf Oil Corporation, you'll join a growing international organization where entrepreneurship, collaboration and innovation are at the heart of everything we do. This role offers a uni