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
*1. Executive assistance to the Group CEOs
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- 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. *2. Office, facilities and workplace management
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- 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. *3. 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. *4. Academy Summit and other Academy logistics
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- 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)