Executive PA

Easyfairs Group HQ, Brussels

Are you ready to shape the future of leading business events? Join one of the world’s Top-20 event organisers and take the lead in driving growth across our entire event portfolio.

At Easyfairs, we organise 110+ market-leading events across 18 countries in Europe, North Africa and North America, manage 9 venues across Europe, and have been recognised 7 years in a row as one of the Best Managed Companies (Belgium) by Deloitte. We’re also proud recipients of “Great Place to Work” awards across all our key markets. Easyfairs is growing at a double-digit pace and is backed by leading PE investors.

Your Key Responsibilities

• Executive assistance to the Group CEOs
• Provide day-to-day administrative and organisational support to the Group CEOs, helping them manage their priorities efficiently.
• Manage calendars, organise meetings and coordinate appointments with internal and external stakeholders.
• Handle incoming requests and follow up on emails and outstanding matters, ensuring that actions are properly coordinated.
• Arrange business travel and accommodation.
• Prepare meeting logistics and provide administrative support for senior management meetings.
• Office, facilities and workplace management
• Oversee the day-to-day running of the Brussels headquarters, ensuring a welcoming, efficient and well-organised working environment.
• Manage office supplies, coffee and refreshments, mail distribution, deliveries and other general office needs.
• Act as the main point of contact for building cleaning, maintenance and facility-related issues, coordinating with external service providers.
• Manage incoming calls to the Group’s general telephone number and direct enquiries to the appropriate colleagues.
• Coordinate office-related suppliers, orders, budgets and invoices, as well as the associated administrative follow-up.
• Contribute to the implementation of Easyfairs’ ESG standards and sustainability initiatives in the workplace.
• Identify opportunities to improve office operations, facilities and the employee experience.
• Corporate meetings, events and travel coordination

Take ownership of the practical organization of key Group meetings and internal events, ensuring that every detail is taken care of.

Responsibilities include

• General Management Team: site inspections, hotel bookings, catering, restaurant reservations and travel arrangements for HQ participants.
• Shareholders’ Board meetings and Strategic Days: venue selection and inspections, accommodation, catering, restaurant reservations and HQ travel arrangements.
• Business Development Days, Finance Days and IT/MIT workshops: hotel bookings, catering, restaurant reservations and travel coordination, as applicable to each event.
• HQ events: coordinate internal celebrations and gatherings, including birthday celebrations and the annual Kick-Off.
• Travel administration: prepare and complete Spendesk expense reports relating to HQ travel.
• Coordinate with venues, hotels, restaurants, transport providers and other suppliers to ensure the smooth execution of each event.
• Academy Summit and other Academy logistics
• Coordinate travel arrangements for the members of the Senior Leadership Team attending Easyfairs Academy events and transportation for Academy participants, as required.
• Organise transportation, transfers and related logistics for the annual Academy Summit.
• Provide on-site logistical support during the Summit, helping ensure that the event runs smoothly.

Who are you?

• 5+ years of experience in a similar role.
• Bachelor's degree with strong MS Office skills – AI oriented.
• A good timekeeper with excellent organization, planning and administration skills.
• You are punctual, loyal and have a discreet attitude.
• You are service-oriented and an optimistic person.
• Fluent English; French and/or Dutch is a plus.
• Living near Brussels as the job requires to be often in the office.

What does Easyfairs have to offer?

• A passionate team and plenty of fun.
• A challenging, engaging opportunity in a dynamic company.
• Ongoing opportunities to develop your knowledge through training and our own Academy Online.
• A culture of objectivity, optimism and open-mindedness.
• Open communication through newsletters, the annual Kick-Off, ...
• Flexibility based on trust — the job must get done.
• A transparent appraisal system built around continuous feedback.
• A varied role with a high degree of independence.
• A workplace in Brussels, with the option to work partly from home after an initial settling-in period. (1 day remote working/week)

Easyfairs organises and hosts events, bring