Delegate Registration Assistant

Location: Brussels, Belgium (with on-site requirement in Vienna, October 2026)

Salary: Up to €3,500 gross per month, based on experience

Contract: 9 months (March - November 2026), with potential for permanent transition

Company Overview: Our client is a prominent European association in the energy sector, representing over 600 companies across the value chain. The organization's prestigious Annual Meeting gathers 2,500+ delegates for networking, business development, and industry-leading sessions across multiple venues in Vienna.

Position Overview

We are seeking a proactive and detail-oriented Delegate Registration Assistant to join the Meeting & Event (M&E) team.

In this important role, you will be the main contact for delegates during the event registration process, supporting them throughout the full event lifecycle. This role reports to the Meeting & Event Manager and collaborates closely with the Membership Coordinator.

Key Responsibilities:

Registration & Delegate Support

- Set up, test, and maintain the delegate registration platform (Idloom) in cooperation with the M&E Manager and Coordinator.
- Ensure the highest data quality standards in the registration system and manage accurate delegate records in the CRM (Odoo).
- Assist delegates throughout registration, authorization, payment, and invoicing processes.
- Deliver proactive support by phone and email before, during, and after the event.

Communication & Administration

- Organize and send payment reminders and registration follow-ups.

- Act as the first point of contact for event-related calls and emails.

- Draft and send delegate communications about registration deadlines, event updates, and logistics.

- Maintain up-to-date documentation and reporting of registration metrics, delegate lists, and payment status.

On-Site & Event Support

- Help delegates at the registration/information desk onsite in Vienna.

- Support badge issuance (QR-code scanning, badge reprints, etc.).

- Provide logistical support across venues and hotels as directed by the M&E Manager.

General

- Be knowledgeable about the entire event set-up and support the wider event operation as needed.

- Assist team members with relevant information and reporting on registrations.

Robert Half BV and Robert Half Project Sourcing BV process the data from applicants that is required to carry out the application process. You can find more information on data protection, in particular on your rights, at Toon websitehttps://www.roberthalf.com/be/en/privacy.

Profile

- 1-3 years' experience in administrative roles, customer support, or event organization (in-person or virtual events/conferences).

- Fluent English; additional languages are an asset.

- Strong digital skills; experience with Microsoft Office, CRM systems (e.g., Odoo or HubSpot), and registration platforms (Idloom, Cvent) highly valued.

- Excellent organizational, time management, and prioritization abilities.

- Solution-oriented, diplomatic, and resilient under pressure; able to work flexibly and independently within a team mindset.