Pco Event Assistant

Job Description- Posting Start Date: 23/12/2023
- Job Title: PCO Event Assistant

We are a global engagement and marketing agency that creates human-centric touchpoints that unleash the power of people to deliver innovation and growth. Firm believers in the power of building community since 1987, we are helping brands, associations and not-for-profit organisations solve their key people challenges through our core expertise:

- Live & virtual events,
- Strategic & digital communications,Consulting & community solutions.

We are an independently owned agency, headquartered in Geneva, Switzerland, with a global presence of 60 offices in 31 countries.
- Job Description:

- The MCI placement programme is designed to offer students the chance to learn what it really takes to manage an event on an (inter)national level as well as advising clients on their day-to-day operations and long-term planning. Co-creating a live, virtual or hybrid conference, seminar, exhibition, or forum on an (inter)national level.

Students are fully involved in the entire life cycle of the event management process and by working within a project team are offered the opportunity to gain an in-depth understanding on all facets of event management. Treated like regular employees, students will have the opportunity to assist online or onsite event(s) in Europe (and possibly beyond) if timely.

The PCO (Professional Congress Organisation) internship includes the follwoing tasks (but are not limited to):

- Researching and compiling data of venue(s)/supplier(s)/event platform(s) for client proposals,
- Supporting exhibition management of an event: invoicing creation, collection of logos, liaison with sponsors and exhibitors to share registration information or practical information
- Collecting information and support writing exhibition practical manual(s)
- Signage identification for event and coordination of design and production with third parties
- Taking notes during team meetings & clients meeting
- Maintaining contact with suppliers
- Preparing onsite signage and meeting materials (i.e. handbooks etc.)
- Assisting to social events
- Coordinating transfers and/or transports solutions for delegates or VIP’s
- Processing hotel booking for staff or client based on rooming list(s)
- Identifying and analysing accommodation options and conditions for delegates
- Proof-reading documents and updating mobile apps/event documentation
- Assisting in the collection of information for event website(s) or event platform(s) updates
- Assisting the event team to prepare material for onsite use
- Compiling event data and preparing event surveys and reports
- Collating data for budgets & post-event statistics
- Attending meeting with hotel sales staff or suppliers to learn about new productsEtc.

You will be working hand in hand with the project coordinator or project manager of the event to get a good understanding and full picture of congresses and exhibition organisation.

Each intern has a mentor assigned, who is supervising the work of the intern, but is also coaching and guiding them throughout the duration of the internship.

The intern will be fully integrated in the department and will be working with several teams depending on the assigned projects.

**Your Profile**:

- You must be an EU citizen (or hold a valid VISA/permit for students from the UK, post Brexit requirements)
- You are available for at least 6 months, ideally 12 months
- You must be an undergraduate or student undertaking event, or hospitality management or business related study and require an internship as part of your course

**Language skills**:

- Fluency in English is a must
- Ideally fluency in a 2nd EU language

**Skills**:

- Excellent written and verbal communication skills
- Ability to persuade and negotiate
- Problem-solving skills
- Strong inter-personal skills including cross-cultural understanding
- Excellent presentation skills
- Confident telephone manner
- Able to understand profit and loss calculations and basic business finance
- Excellent analytical skills and attention to detail

**Traits**:

- Pro-active and self-directed; initiative taker
- Strong business acumen
- Flexibility to adapt to changes in work tasks, structures, processes and cultures
- Ability to make decisions, to prioritise tasks and to remain calm under stress
- Ability to work both autonomously and as part of a multinational team
- Sense of commitment and dedication; ability and desire to take ownership on assigned tasks; responsible and dependable
- Strong willingness and desire to address and meet the needs of customers
- Drive and ambitionProfessional personal presentation and appearance

**Remuneration**:

- 900€ housing allowance per month (for international students only)
- Public transport pass (STIB, value +/- €49.00 per month)
- In addition to the Belgian public holidays, an entitlement to one day paid leave per calendar month will be granted for the duration of the agreement. S