We are a global engagement and marketing agency that creates human-centric touchpoints that unleash the power of people to deliver innovation and growth. Firm believers in the power of building community since 1987, we are helping brands, associations and not-for-profit organisations solve their key people challenges through our core expertise: Live & virtual events, Strategic & digital communications and Consulting & community solutions. We are an independently owned agency, headquartered in Geneva, Switzerland, with a global presence of 64 offices in 34 countries.
To support our continued growth, we are looking for an experienced Event Coordinator to join our Brussels team.
Your Role
As an Event Coordinator, you will play a key role in the successful planning and delivery of corporate events from briefing through to onsite execution and post-event wrap-up.
You will coordinate event logistics, registration management, supplier relations, client communication and event technology while ensuring projects are delivered on time, within budget and to the highest standards.
This role is ideal for an experienced event professional who enjoys managing multiple projects, building strong client relationships and ensuring flawless event delivery.
Your key responsibilities
Event Management
- Coordinate corporate small and medium size events, conferences, meetings, incentives and brand experiences.
- Develop and manage detailed project timelines.
- Monitor project progress and ensure deadlines are met.
- Coordinate all logistical aspects of assigned events.
- Ensure accurate project documentation and reporting.
Supplier & Venue Coordination
- Source and manage venues, hotels, caterers, transportation and other event suppliers.
- Request and compare quotations.
- Negotiate and coordinate supplier deliverables in line with procurement guidelines.
- Build and maintain strong supplier relationships.
- Oversee supplier performance before and during events.
Registration & Event Technology
- Build and manage event registration websites and forms.
- Configure attendee journeys and automated communication workflows.
- Manage attendee databases and registration processes.
- Produce registration reports and participation statistics.
- Ensure GDPR compliance and data quality.
- Coordinate badge production, session enrolment and onsite check-in.
- Manage event apps and virtual event platforms when required.
- Act as a key user of Cvent or similar event management tools.
Client Management
- Manage day-to-day communication with your portfolio clients.
- Participate in project meetings and ensure follow-up actions.
- Prepare presentations, status reports and project updates.
- Provide proactive solutions and excellent customer service.
- Build trusted relationships with clients and stakeholders.
- Organise a customer satisfaction survey/debrief.
Budget & Administration
- Support project budget tracking and cost control linked to your event/project.
- Manage supplier invoices and purchase orders.
- Assist with project reconciliations and final reporting to client.
- Ensure all data are timely submitted to Finance Department.
Onsite Delivery
- Support and coordinate events onsite in Belgium and abroad.
- Manage or assist with registration desks and participant flow.
- Coordinate suppliers, speakers and on-site delivery teams.
- Resolve operational challenges quickly and professionally.
- Ensure an outstanding participant experience.
- Solve unexpected issues with a hands-on mentality.
Tools, Reporting & Compliance
- Ensure compliance with mci group organisational guidelines and policies, including GDPR, sustainability, health and safety, cybersecurity, code of conduct, procurement (ESG-Q), delegation of authorities, ...
- Use AI in order to enhance client value, customer experience and ensure to operate with efficiency.
- Use agreed company/department tools, templates, and systems consistently.
- Provide clear operational reporting and post-event documentation.
- Contribute to lessons learned and ideas to improve delivery efficiency, sustainability, and quality.
Your profile:
- 3 to 5 years of experience in event management, corporate events, conferences, meetings, or a related field.
- Eligible to work in the EU
- Proven experience managing multiple projects simultaneously.
- Strong client-facing and supplier management experience.
- Experience working in an agency environment is a plus.
- Hands-on experience with onsite event delivery.
Technical Skills
- Strong knowledge of Microsoft Office (Excel, PowerPoint, Outlook and Teams).
- Experience with Cvent or a comparable registration and event management platform.
- Ability to manage registration websites, attendee databases and reporting.
- Experience with event technology and digital event solutions.
- Familiarity with project management and budget tracking tools.
Personal Skills
- Excellent organisational and planning skills.
- Strong attention to detail.
- Great customer services and solution oriented with ability to work under tights delays
- Ability to work in a team but also independently (without constant intervention from a Manager)
- Proactive, solution-oriented mindset with strong active listening skills
- Strong communication and relationship-building skills.
- Team player with a hands-on attitude.
- Customer-focused and service-minded.
- Fluent in English, with professional proficiency in either French or Dutch
- Additional European languages are considered an asset.
- Willing and accredited to travel abroad outside EU.
- Available to join the team rapidly
What We Offer
- The opportunity to work on high-profile national and international events.
- A dynamic, entrepreneurial and collaborative environment.
- Exposure to a diverse portfolio of clients and industries.
- Opportunities for professional development and growth.
- Competitive salary package a full-time job (40h/week with 12 recuperation days per year) and benefits.
- An open and supportive environment that values authenticity, individuality and mutual respect.
- A flexible hybrid work model combining collaboration at our Brussels office with remote work opportunities
Ready to create impactful experiences with us? We'd love to hear from you.
We are a global engagement and marketing agency that creates human-centric touchpoints that unleash the power of people to deliver innovation and growth. Firm believers in the power of building community since 1987, we are helping brands, associations and not-for-profit organisations solve their key people challenges through our core expertise: Live & virtual events, Strategic & digital communications and Consulting & community solutions. We are an independently owned agency, headquartered in Geneva, Switzerland, with a global presence of 64 offices in 34 countries.
To support our continued growth, we are looking for an experienced Event Coordinator to join our Brussels team.
Your Role
As an Event Coordinator, you will play a key role in the successful planning and delivery of corporate events from briefing through to onsite execution and post-event wrap-up.
You will coordinate event logistics, registration management, supplier relations, client communication and event technology while ensuring projects are delivered on time, within budget and to the highest standards.
This role is ideal for an experienced event professional who enjoys managing multiple projects, building strong client relationships and ensuring flawless event delivery.
Your key responsibilities
Event Management
- Coordinate corporate small and medium size events, conferences, meetings, incentives and brand experiences.
- Develop and manage detailed project timelines.
- Monitor project progress and ensure deadlines are met.
- Coordinate all logistical aspects of assigned events.
- Ensure accurate project documentation and reporting.
Supplier & Venue Coordination
- Source and manage venues, hotels, caterers, transportation and other event suppliers.
- Request and compare quotations.
- Negotiate and coordinate supplier deliverables in line with procurement guidelines.
- Build and maintain strong supplier relationships.
- Oversee supplier performance before and during events.
Registration & Event Technology
- Build and manage event registration websites and forms.
- Configure attendee journeys and automated communication workflows.
- Manage attendee databases and registration processes.
- Produce registration reports and participation statistics.
- Ensure GDPR compliance and data quality.
- Coordinate badge production, session enrolment and onsite check-in.
- Manage event apps and virtual event platforms when required.
- Act as a key user of Cvent or similar event management tools.
Client Management
- Manage day-to-day communication with your portfolio clients.
- Participate in project meetings and ensure follow-up actions.
- Prepare presentations, status reports and project updates.
- Provide proactive solutions and excellent customer service.
- Build trusted relationships with clients and stakeholders.
- Organise a customer satisfaction survey/debrief.
Budget & Administration
- Support project budget tracking and cost control linked to your event/project.
- Manage supplier invoices and purchase orders.
- Assist with project reconciliations and final reporting to client.
- Ensure all data are timely submitted to Finance Department.
Onsite Delivery
- Support and coordinate events onsite in Belgium and abroad.
- Manage or assist with registration desks and participant flow.
- Coordinate suppliers, speakers and on-site delivery teams.
- Resolve operational challenges quickly and professionally.
- Ensure an outstanding participant experience.
- Solve unexpected issues with a hands-on mentality.
Tools, Reporting & Compliance
- Ensure compliance with mci group organisational guidelines and policies, including GDPR, sustainability, health and safety, cybersecurity, code of conduct, procurement (ESG-Q), delegation of authorities, ...
- Use AI in order to enhance client value, customer experience and ensure to operate with efficiency.
- Use agreed company/department tools, templates, and systems consistently.
- Provide clear operational reporting and post-event documentation.
- Contribute to lessons learned and ideas to improve delivery efficiency, sustainability, and quality.
Your profile:
- 3 to 5 years of experience in event management, corporate events, conferences, meetings, or a related field.
- Eligible to work in the EU
- Proven experience managing multiple projects simultaneously.
- Strong client-facing and supplier management experience.
- Experience working in an agency environment is a plus.
- Hands-on experience with onsite event delivery.
Technical Skills
- Strong knowledge of Microsoft Office (Excel, PowerPoint, Outlook and Teams).
- Experience with Cvent or a comparable registration and event management platform.
- Ability to manage registration websites, attendee databases and reporting.
- Experience with event technology and digital event solutions.
- Familiarity with project management and budget tracking tools.
Personal Skills
- Excellent organisational and planning skills.
- Strong attention to detail.
- Great customer services and solution oriented with ability to work under tights delays
- Ability to work in a team but also independently (without constant intervention from a Manager)
- Proactive, solution-oriented mindset with strong active listening skills
- Strong communication and relationship-building skills.
- Team player with a hands-on attitude.
- Customer-focused and service-minded.
- Fluent in English, with professional proficiency in either French or Dutch
- Additional European languages are considered an asset.
- Willing and accredited to travel abroad outside EU.
- Available to join the team rapidly
What We Offer
- The opportunity to work on high-profile national and international events.
- A dynamic, entrepreneurial and collaborative environment.
- Exposure to a diverse portfolio of clients and industries.
- Opportunities for professional development and growth.
- Competitive salary package a full-time job (40h/week with 12 recuperation days per year) and benefits.
- An open and supportive environment that values authenticity, individuality and mutual respect.
- A flexible hybrid work model combining collaboration at our Brussels office with remote work opportunities
Ready to create impactful experiences with us? We'd love to hear from you.