Event Operations Unit Assistant

Our client is an international lobbying firm working in the transport sector. 

Event Operations & Logistics

• Track and update staff accommodation arrangements, ensuring all logistical needs are met.
• Coordinate and follow up on catering orders (excluding specific events), including confirmation of guest numbers and menu details.
• Organize and facilitate daily on-site coordination meetings to ensure seamless execution and effective collaboration with suppliers.

Event Coordination

• Support the organization of major social events such as the Welcome Reception and Networking Dinner by liaising with local hosts, collecting required documentation, verifying attendance lists, and providing on-site support.
• Assist with the planning and execution of Board Meetings in close collaboration with Event Operations colleagues and local partners.

Registration & Participant Support

• Support the registration team by verifying and processing registrations, handling invoicing, and responding to participant inquiries in a timely and professional manner.

Project & Administrative Support

• Provide day-to-day operational and administrative support to ensure the successful delivery of the Hamburg 2025 Summit.
• Support the organization of the 2025 staff retreat in Brussels, including contract follow-up, registration management, and on-site assistance.
• Conduct research and explore options for the 2026 staff retreat and team outings to support future event planning.
• Assist with various event-related tasks across ongoing and upcoming projects to ensure overall operational efficiency.

• Proven experience in organizing events such as workshops, seminars, or conferences, preferably in a multicultural or international environment.
• Fluent in written and spoken English and French.
• Advanced proficiency in Microsoft Office tools, with a strong focus on Excel.
• Willingness to travel internationally when required.
• Strong analytical, organizational, and problem-solving skills.
• Excellent attention to detail and ability to manage multiple priorities simultaneously.
• Creative, solution-oriented mindset with the ability to work under pressure and tight deadlines.
• Strong interpersonal and communication skills, with the ability to collaborate effectively across teams.
• Customer-focused, proactive, and relationship-oriented.
• Able to work independently while being a reliable and supportive team player.
• Calm and resilient in fast-paced and demanding environments.