5 May 2024

PCO Event Coordinator

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 60 offices in 31 countries.

 

MCI Benelux SA is looking for an enthusiastic Event Coordinator

 

As an Event Coordinator, you will work closely with the PCO Project Manager to deliver national and international events and your tasks include the following but are not limited to:

 

Project Management Assistance 

  • Actively deliver hybrid and face-to-face events from A to Z (design, plan, organise, deliver, measure results and impact) under the guidance of the Project Manager
  • Support/lead the preparation and organisation of internal meetings
  • Oversee the exhibitor’s registration processes, closely monitoring deadlines, and providing periodic reports to Project Managers and clients
  • Organise the facilities and event setup (venue, catering, AV equipment, interpretation etc.), which includes developing relationships with venues and external suppliers, and responding to client requirements
  • Provide onsite/online support during an event, which includes organising suppliers, providing reception duties, assisting participants, and proactively handling any last-minute preparations that may arise. For online events, it consists of providing technical support to participants, by guiding them through the functionality and assisting with troubleshooting the videoconferencing tools
  • Research and book travel and hotels for internal staff and external parties, including coordinating with travel agencies
  • Collaborate in administrative tasks: preparing proposals, providing high quality formatting and proof-reading various documents, taking notes in internal meetings, and uploading information and documents to SharePoint and website pages
  • Ensure a team liaison and monitor functional mailboxes for projects.
  • Assist with all source project-related third-party suppliers appropriately and effectively, in line with MCI’s procurement guidelines and MCI’s Sustainable Policy
  • Adopt great customer services and be solution oriented with ability to work under tights delays
  • Provide relevant reporting to multiple stakeholders (internally & externally)

Finance Support

  • Support to the Manager on all financial processes related to the project/event budget(s)
  • Capability to understand event budgets and assist in financial reconciliations
  • Adherence to existing SoPs and financial guidelines

Communication

  • Co-articulate and participate to the revision of all communication linked to the event with the client (i.e.: speaker briefing, script development, e-blasts, website content, etc.), with the Marketing Department
  • Co-creation of event websites according to the given instructions (i.e.: content, speaker, registration), with the Customer Care Department

Admin, IT & Tools

  • Demonstrate effective set-up and usage of available event management software or capability to learn quickly
  • Respect of the GDPR regulations related to events and all connected activities
  • Understand the EMAS principles and act as an EMAS Ambassador (training provided)

What is expected from this profile?

  • Eligible to work in the EU
  • Fluent in English (verbal and written level C1) or native speaker; any additional European language is a plus
  • Bachelor or Master’s degree in Business Management, including but not limited to Event, Hospitality, Tourism Management and Corporate communication or other relevant studies
  • A minimum of two (2) years’ experience in a similar function
  • Assertive, proactive, client-centric but also flexible, agile and committed especially in busy periods,
  • Team player but also enjoy working independently (without constant intervention from a Manager)
  • Eye for detail and problem-solving minded
  • Time management skills as part of your DNA
  • Proficient in the Microsoft Office package (Word, Excel, PPT, Teams)
  • Quick learner and easily adapt to a fast-paced environments
  • Able to travel all around the world
  • Available to join the team rapidly

We Offer

The opportunity to work in an international and dynamic environment with multi-cultural colleagues:

  • a full-time job (40h/weeks with 12 recuperation days per year)
  • a competitive salary package which includes: meal vouchers, hospitalisation, and group insurance
  • continuous learning & development opportunities via our MCI Institute (online & offline L&D suites)
  • open-minded company with room for creativity & innovation.
     

 

MCI is where you can bring your true self to work and be proud of what you do. Join us and make a difference!