Travel & Registration Assistant h/f

Our client is an independent, global association, communications and event management company. Located in the center of Brussels

As a Travel & Registration Assistant on the DiscoverEU team, you will support the DiscoverEU team in delivering seamless travel coordination and participant support, reporting directly to the DiscoverEU Team Leader. This is a hands-on role ideal for a student with strong communication skills, customer service attitude and attention to detail.

The Travel & Registration Assistant tasks include the following but are not limited :

??Registration & travel management

• Ensure the complete coordination of registrations for several events and conferences.
• Manage registration requests and queries.
• Participate in delegate communications: practical information, hotel reservations, participant follow-up.
• Ensure compliant archiving (GDPR) of registration and travel data.
• Provide on-site support during registration at events.

?? Financial monitoring & reporting

• Coordinate participant invoicing and monitor payments with the accounting department.
• Regularly prepare financial reports related to travel and accommodation.
• Ensure clear and accurate reporting, as well as continuous monitoring of invoicing.

??Management support & project management

• Support the Manager in the preparation and delivery of projects and events.
• Contribute to the smooth running of congresses and conferences (online or in person).
• Maintain a high level of professionalism and service by drawing on a good knowledge of the sector.
• Meet deadlines, key dates and associated actions.
• Manage certain parts of a project independently: accommodation, registrations, sponsorship, exhibition, abstract management.
• Work proactively and independently, with the ability to prioritise tasks and projects effectively.
• Collaborate with suppliers and service providers in accordance with internal procedures (procurement).
• Ensure operational excellence at all stages of the project.
• Complete the procedures, forms, reports and documents necessary for the smooth day-to-day running of projects and events.

Your profile : 

• You are legally eligible to work full-time (40 hours/week) within the EU.
• You possess excellent written and spoken English, along with fluency in at least one other EU language (e.g. French, German, Dutch, Spanish, Italian, Polish, or Turkish). 
• You bring a strong service mindset and demonstrate professionalism in all interactions. 
• You can manage your time effectively, prioritise tasks, and meet deadlines and critical milestones.
•  You take pride in delivering high-quality work that reflects the values and expectations of both the project and our client — with a mindset focused on precision, consistency, and care.