Event Coordinator

Event Coordination & Support

• Support the Events Manager in planning, organizing, and executing confirmed events, including logistics, timelines, client communication, and internal coordination.
• Independently coordinate smaller-scale events, such as photoshoots, marketing activations, afterworks, and private functions.
• Take on increased responsibility for selected larger events by supporting the Events Manager with client communication, contracting, logistics, and event execution.
• Act as a point of contact for clients regarding routine updates, site inspections, and general enquiries, escalating complex matters to the Events Manager when required.
• Support the Events Manager in preparing event timelines, function sheets, floor plans, run-of-show documents, and internal communications.
• Conduct site inspections and respond to prospective and existing event clients by email and telephone.
• Assist in developing creative event concepts and brand activations that enhance guest engagement and support revenue generation for The Standard.

Proposal & Contract Support

• Assist in handling incoming enquiries for group room bookings, meeting spaces, catering functions, afterworks, marketing activations, and F&B outlets.
• Assist in preparing and sending customized proposals based on client needs and event specifications.
• Support the conversion of enquiries into confirmed bookings by following up with clients and coordinating pricing discussions within established parameters.
• Assist with preparing client contracts and pro formas, and follow up on deposits, payments, and the final invoicing of events.
• Take responsibility for selected contracting and administrative tasks related to larger events, under the guidance of the Events Manager.
• Maintain organized records of proposals, contracts, and event documentation in the CRM system, Envision.

Event Planning & Execution

• Support the planning and execution of photoshoots, afterworks, marketing activations, promotional events, and private functions in collaboration with the Marketing & Culture, F&B, Design, and Operations teams.
• Coordinate with internal departments, including Front Office, Housekeeping, Kitchen, and Operations, to ensure that all event details are communicated and executed according to plan.
• Assist with on-site event coordination and ensure that agreed timelines, setups, and operational requirements are followed.

Cross-Departmental Collaboration

• Collaborate with the Events Manager and relevant hotel departments to ensure the smooth execution of all event logistics.
• Communicate event details and updates to the Front Office, Housekeeping, Kitchen, and Operations teams.
• Liaise with senior team members, including the Director of Sales, Director of F&B, Marketing & Culture Director, Design Manager, and Revenue & Reservations Manager, to relay event requirements and support effective coordination.

Knowledge & Guest Service

• Maintain a working knowledge of hotel services, event spaces, banquet offerings, F&B outlets, and safety procedures to support client enquiries and internal coordination.
• Respond to guest and client enquiries professionally and efficiently, ensuring a positive experience throughout the planning and execution phases.
• Assist in promoting hotel services and amenities during client interactions to support upselling and revenue opportunities.

Required Skills and Qualifications

• Strong motivation to learn and grow within a dynamic team.
• Basic knowledge of Microsoft Word and Excel, with a willingness to improve through hands-on experience.
• Good organizational skills and a proactive attitude toward managing tasks and priorities.
• Eagerness to understand the Brussels hotel and events market and stay up to date with industry trends.
• Fluency in English and French is required; Dutch is a strong advantage.
• Strong communication and interpersonal skills.
• Ability to work collaboratively with different departments and manage multiple events and priorities simultaneously.
• Flexibility and willingness to take ownership of smaller events while supporting the Events Manager on larger-scale events.