17 May 2024

EC Event Assistant

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,
  • Consulting & community solutions.

 

We are an independently owned agency, headquartered in Geneva, Switzerland, with a global presence of 60 offices in 31 countries.

 

The PCO-EC team organises event logistics directly for the European Commission through framework contracts. You will join a team of 25+ talents, delivering over 200 events a year. The event ranges from small group meetings, and mid-size to large conferences. Some of the well-published events include the European Education Summit, Africa - Europe Week, European Humanitarian Forum, Copernicus Workshops, Migration Forum, Conference on the Future of Europe and many more.

 

By joining the PCO-EC Department, you will be involved during your internship in the following tasks (but not limited to):

 

  • Overall support to EC department team members to deliver their events (95% Brussels based)
  • Ensuring SOPs are followed and providing administrative support on the framework contracts
  • Note taking during team meetings & clients meeting
  • Sourcing of hotels/venues and suppliers
  • Following-up and maintaining contact with suppliers
  • Following-up with hotel options
  • Researching and compiling data of venue(s)/supplier(s)/event platform(s) for client proposals
  • Setting up and coordinating registration platforms and providing support to delegates
  • Drafting registration and follow-up emails and guides
  • Providing support with speaker management
  • Compiling event data and preparing event surveys and reports
  • Proof-reading documents and updating mobile apps/event documentation
  • Setting up and updating of event websites or platforms
  • Assisting the event team to prepare material for onsite use
  • Providing onsite support for in-person and virtual events
  • Consolidating data for financial closures and post-event reports
  • Consolidating hotel consumption data for reporting purposes
  • Organising site-visits with the different hotel partners
  • Providing support on the local procurement
  • Etc.

 

You will be working hand in hand with the event delivery team to have an overview on event management, and get a better understanding of the different steps and aspects involved in it. 

Each intern has a mentor assigned, who is supervising the work of the intern, but is also coaching and guiding them throughout the duration of the internship.

The intern will be fully integrated in the department and will be working with several teams depending on the assigned projects.

 

Your Profile:

  • You must be an EU citizen (or hold a valid VISA/permit for students from the UK, post Brexit requirements)
  • You are available for at least 6 months, ideally 12 months 
  • You must be an undergraduate or student undertaking event, or hospitality management or business related study and require an internship as part of your course

 

Language skills:

  • Fluency in English is a must
  • Ideally fluency in a 2nd EU language

 

Skills:

  • Excellent written and verbal communication skills
  • Ability to persuade and negotiate
  • Problem-solving skills
  • Strong inter-personal skills including cross-cultural understanding
  • Excellent presentation skills
  • Confident telephone manner
  • Able to understand profit and loss calculations and basic business finance
  • Excellent analytical skills and attention to detail
  • Strong knowledge of Microsoft office applications

 

Traits:

  • Pro-active and self-directed; initiative taker
  • Strong business acumen
  • Flexibility to adapt to changes in work tasks, structures, processes and cultures
  • Ability to make decisions, to prioritise tasks and to remain calm under stress
  • Ability to work both autonomously and as part of a multinational team
  • Sense of commitment and dedication; ability and desire to take ownership on assigned tasks; responsible and dependable
  • Strong willingness and desire to address and meet the needs of customers
  • Drive and ambition
  • Professional personal presentation and appearance

 

Remuneration:

  • 700€ housing allowance per month (for international students only)
  • Public transport pass (STIB, value +/- €49.00 per month)
  • In addition to the Belgian public holidays, an entitlement to one day paid leave per calendar month will be granted for the duration of the agreement. Should the student be working at MCI during the month of December, a number of days will be pre-allocated to the week between Christmas and New Year when the MCI Brussels office is officially closed.

 

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