Internship - Event Manager Assistant

Job content

Company description:

As a qualified professional congress organiser (PCO) for over 21 years, Downtown Europe is specialised in the organisation of international congresses and conferences (virtual, hybrid and presential). We take on the role of consultants and coordinators, responsible for the communication, logistical and administrative matters involved in the design and execution of meetings.

We serve a wide range of organisations, including trade associations, corporations and international institutions.

We cover all areas of congress management and meeting management in a highly professional way, while building and maintaining close personal interactions with our clients.

For more information on our company and services, please see www.downtowneurope.be

You are maybe the magical trainee we are searching for! If the below motivates you, don’t wait and send us your CV!

Task description:

You will assist a project manager who will supervise and/or advise you where needed. You will work in close cooperation with the project manager responsible for planning, developing, and delivering events, A to Z, before, during and after the event. The working language is English. You will be responsible for the administration and delivery of services of the highest standard, including but not limited to the following:

Relations with clients

• Attend coordination meetings with the project manager
• Edit minutes of meetings

Operations and logistics

Assist the project manager in the research, selection, coordination, quality control and management of:

• Venues
• Hotels
• AV suppliers
• Digital platform suppliers
• Staff (Hostesses/Stewards, photograph)
• Travel & transportation
• Social events

Communication

• Creating marketing material
• Manage social media when needed
• Handle databases, e-mailings and mailings
• Develop event websites and manage content
• Preparing ppt presentations, signage, surveys, badges, ...

Delegate registrations and hotel reservations

• Management of databases
• Mailing invitation letters & programs
• Register and confirm participants
• Process and confirm hotel reservations
• Produce hotel rooming lists
• Coordinate travel arrangements with the travel agency
• Welcome participants on-site at the event + assist the project manager
• Handle post-congress updates and reporting

Skills requested:

• Service-minded and creative
• Ability to handle multiple tasks
• Excellent attention to detail and accuracy
• Highly organised with good planning skills
• Ability to prioritise tasks and meet deadlines
• Excellent written and verbal communication skills in both English and French, knowledge of Dutch is an asset
• Flexible

Durée du contrat : 6 mois

Type d’emploi : Temps Plein, Stage / Apprentissage

Avantages :

• Aide au transport quotidien
• Formation continue
• Indemnité kilométrique
• Indemnité kilométrique vélo

Horaires :

• Lun-Ven
• Travail de jour

Télétravail:

• Non