Administrative Meetings & Events Coordinator

Our client, a European member association, is looking for a Coordinator who will support a team with a variety of administrative and coordination tasks. At least 3 years of experience is required in this field.

De functie

Our client, a European member association, is looking for a Coordinator who will support the General Affairs & Communication Team with a variety of administrative and coordination tasks:

• Your main task will be to administratively and organisationally support the team

• You prepare and coordinate events & meetings which take place hybrid/online (via Teams, Go-to-webinar or WebEx), in Brussels or abroad in EU
• You arrange meeting rooms/online meetings, you manage the agendas, you follow-up on invitation and registration management, you provide support for the preparation and formatting of presentations and documents, you deliver (non-technical) meeting minutes & follow up on action points (from the non-technical side) etc.
• During some of the meetings/webinars, you will be responsible for administratively setting up the online meeting and hosting the general part of the webinar, helping out with technical issues and follow-up afterwards with action points and evaluation.
• You manage events as projects. You set up and follow-up on invitation management, you coordinate all practical aspects, you manage contracts with suppliers, you track costs and follow-up on budget, deadlines for invoicing and payments of subcontractors, etc.
• You manage everything in a SharePoint structure
• You are in close contact with the external member organisations and partners from all over Europe

Het profiel

• You have a bachelor or a master degree with experience in project management
• You are a real multi-tasker! You have at least 3 years experience as Team or Event Assistant role with a variety of administrative and coordination tasks
• Administrative PMO experience in an international, project-based environment is certainly a big plus, as is experience with administrative management of contracts with subcontractors (including invoicing and budget follow-up)
• You have excellent written and oral communication skills in English
• You have experience with organising online and hybrid meetings including (limited) troubleshooting
• Proven ability to plan, organise, establish priorities and get things done – a hands-on attitude is key!
• You are detail oriented, structured, communicative and you can handle peak workloads
• You are discrete, a must as you are working in the top level of the organisation
• You have good skills in MS Office and SharePoint
• You are willing to travel within Europe from time to time for short trips (max 4x/year)

De organisatie

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Het aanbod

• Permanent contract or interim option permanent
• Attractive salary and extra-legal advantages
• 50% working from home (currently 1 day in the office depending on Covid rules)
• Easily accessible by public transport (center of Brussels).
• A work experience in a very well respected and important European association
• Working at the heart of a European association, in a top team of 5!
• Ample career opportunities guaranteed in a vivid international atmosphere