Event Coordinator

The Standard, Brussels; Brussel; Sur place; EUR 26 000 - 35 000; Plein temps

Résumé du poste

The Standard, Brussels is seeking an Events Assistant to support the Events Manager in planning, coordinating, and executing confirmed events, including logistics, timelines, client communications, and internal coordination.

You will independently coordinate smaller events such as photoshoots, activations, afterworks, and private functions, while assisting with larger events and maintaining CRM records for proposals, contracts, and documentation.

Qualifications

• Strong motivation to learn and grow within a dynamic team.
• Good organizational skills and a proactive attitude toward managing tasks and priorities.
• Fluency in English and French is required; Dutch is a strong advantage.
• Strong communication and interpersonal skills to collaborate across departments.
• Ability to manage multiple events and priorities simultaneously.

Responsabilités

• Support the Events Manager in planning, organizing, and executing confirmed events, including logistics, timelines, client communication, and internal coordination.
• Independently coordinate smaller-scale events, such as photoshoots, marketing activations, afterworks, and private functions.
• Take on increased responsibility for selected larger events by supporting client communication, contracting, logistics, and event execution.
• Act as a point of contact for clients regarding routine updates, site inspections, and general enquiries, escalating complex matters to the Events Manager when required.
• Support in preparing event timelines, function sheets, floor plans, run-of-show documents, and internal communications.
• Conduct site inspections and respond to prospective and existing event clients by email and telephone.
• Assist in developing creative event concepts and brand activations that enhance guest engagement and support revenue generation for The Standard.

Connaissances

Motivation to learn

Organizational skills

Communication skills

Interpersonal skills

English & French fluency

Dutch a plus

Outils

Microsoft Word

Excel

Description du poste

• Support the Events Manager in planning, organizing, and executing confirmed events, including logistics, timelines, client communication, and internal coordination.
• Independently coordinate smaller-scale events, such as photoshoots, marketing activations, afterworks, and private functions.
• Take on increased responsibility for selected larger events by supporting the Events Manager with client communication, contracting, logistics, and event execution.
• Act as a point of contact for clients regarding routine updates, site inspections, and general enquiries, escalating complex matters to the Events Manager when required.
• Support the Events Manager in preparing event timelines, function sheets, floor plans, run-of-show documents, and internal communications.
• Conduct site inspections and respond to prospective and existing event clients by email and telephone.
• Assist in developing creative event concepts and brand activations that enhance guest engagement and support revenue generation for The Standard.

Proposal & Contract Support

• Assist in handling incoming enquiries for group room bookings, meeting spaces, catering functions, afterworks, marketing activations, and F&B outlets.
• Assist in preparing and sending customized proposals based on client needs and event specifications.
• Support the conversion of enquiries into confirmed bookings by following up with clients and coordinating pricing discussions within established parameters.
• Assist with preparing client contracts and pro formas, and follow up on deposits, payments, and the final invoicing of events.
• Take responsibility for selected contracting and administrative tasks related to larger events, under the guidance of the Events Manager.
• Maintain organized records of proposals, contracts, and event documentation in the CRM system, Envision.

Event Planning & Execution

• Support the planning and execution of photoshoots, afterworks, marketing activations, promotional events, and private functions in collaboration with the Marketing & Culture, F&B, Design, and Operations teams.
• Coordinate with internal departments, including Front Office, Housekeeping, Kitchen, and Operations, to ensure that all event details are communicated and executed according to plan.
• Assist with on-site event coordination and ensure that agreed timelines, setups, and operational requirements are followed.
• Collaborate with the Events Manager and relevant hotel departments to ensure the smooth execution of all event logistics.
• Communicate event details and updates to the Front Office, Housekeeping, Kitchen, and Operations teams.
• Liaise with senior team members, including the Director of Sales, Director of F&B, Marketing & Culture Director, Design Manager, and Revenue & Reservations Manager, to relay event requirements and support effective coordination.

Knowledge & Guest Service

• Maintain a working knowledge of hotel services, event spaces, banquet offerings, F&B outlets, and safety procedures to support client enquiries and internal coordination.
• Respond to guest and client enquiries professionally and efficiently, ensuring a positive experience throughout the planning and execution phases.
• Assist in promoting hotel services and amenities during client interactions to support upselling and revenue opportunities.

Required Skills and Qualifications

• Strong motivation to learn and grow within a dynamic team.
• Basic knowledge of Microsoft Word and Excel, with a willingness to improve through hands-on experience.
• Good organizational skills and a proactive attitude toward managing tasks and priorities.
• Eagerness to understand the Brussels hotel and events market and stay up to date with industry trends.
• Fluency in English and French is required; Dutch is a strong advantage.
• Strong communication and interpersonal skills.
• Ability to work collaboratively with different departments and manage multiple events and priorities simultaneously.
• Flexibility and willingness to take ownership of smaller events while supporting the Events Manager on larger-scale events.