The Event Assistant

il y a 5 jours


Brussels, Belgique Unique Temps plein

**Description**:
The Event Assistant works closely with the Event Coordinator and Manager as well as other Business Unit talents.

The Event Assistant tasks include the following but are not limited to:
**Registration, Travel & Finance - Events**
- Assist with the registrations for several events and congresses
- Assist with all travel bookings upon client’s request (hotel/airport transfer)
- Participate at the event’s delegate communications (hotel booking and practical information)
- Creation of rooming lists as well as follow-up closely with hotel suppliers:

- Coordinate registration & travel archiving (GDPR compliant)
- On-site registration support with the Customer Care team
- Coordinate invoicing of delegates and follow up with the accounting department for payment

reconciliation with the assistance of the Customer Care Coordinator

**Project Management Assistance**
- Assist the Customer Care Coordinator and Manager on delivering projects & events, speakers

and programme management
- Understand and coordinate virtual event platforms, web conferences and live streams and

provide punctual support on the on-time delivery of online or F2F congresses and conferences
- Advocate a high level of service attitude and professionalism
- Respect timelines and critical dates and related action items
- Coordinate a specific part of a project (e. g.: hotel, registration, sponsorship, exhibition,

abstract, etc.)
- Work without constant intervention from the Customer Care Coordinator (manage one-self) &
prioritise tasks and projects
- Assist with all source project-related third-party suppliers appropriately and effectively, in line

with MCI’s procurement guidelines
- Ensure operational excellence and be 'Quality Obsessive'

**Internal use**
**Membership Management Assistance**
- Assist the Coordinator and Manager regards to Membership Management
- Assist in the import new records, keep track of new/renewed Members in the membership

portal
- Assist in the set-up new membership portals for new clients in the membership portal
- Assist in the creation, update, follow up on invoices in the membership portal
- Assist the members in case of any questions/updates
- Assist in the import new records, keep track of new/updated CEU’s in the membership portal
- Assist in the set-up, send out of all communication in the membership portal

Communication
- Assist in all communication linked to the event (I.e.: participant confirmation, etc.)
- Assist in building the registration website according to the given instructions (i.e.: content)

**Admin, IT & Tools**
- Complete procedures, documents, forms, reports that are essential to the day-to-day operations

of project/ events. Master the systematic use of MCI & other available templates, tools & IT

systems
- Demonstrate effective usage of available registration software features (e.g.: Aventri, Cvent,

EventsAir etc.). Virtual event platforms (such as MeetYoo, Swapcard, SpotMe), web conference

tools (such as WebEx, Zoom, Interactio, Kudo)
- Effectively use all job-related tools and systems, computer hardware/software
- Respect the GDPR regulations related to events/conferences

**Profil**
- You will work in a young, dynamic, international company in the field of communication
- An unique experience in the Event Customer care coordination
- Graduaded

**Offre**

You will work in a young, dynamic, international company in the field of communication

**Entreprise**

The company is an independently owned company with headquarters in Geneva, Switzerland and a global presence.

Our +2,500 professionals in 60 offices and 31 countries work with clients across Europe, the Americas, Asia-Pacific, India, the Middle East and Africa.

Our business is founded on the human insight: When people come together magic happens.


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