Event Assistant

The company specialises in international digital marketing and communications. It works with a number of high-profile clients.

 

 

For an internationally renowned client in digital marketing and communications, we are looking for an event assistant for several projects. 

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





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 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.)





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 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.

• 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

• Graduaded : bachelor in public relation, communication, event field


• Excellent level in english (C1 - C2), other languages are an asset


• Event and exhibition experience (min. 1 year, max. 4 years)


• Salary : 2200 - 2500 € gross


• Meal vouchers


• Reimbursed transport costs