Events and Project Coordinator in Brussels, Belgium

Description

ICF is a leading provider of consulting services and technology solutions to governments and commercial clients in the United Kingdom, Europe and globally.

We are expanding our services, and to promote this growth, we are seeking a dynamic and proactive Events and Project Assistant to join our team. This role involves assisting with all aspects of event organisation and providing significant administrative and project support to a range of activities.

Job Description: The Events and Project assistant will support the preparation and organisation of a series of events, dealing with the invitation and registration processes, and ensuring deadlines are met. This role involves organising facilities and event setup, including venue, catering, AV equipment, and interpretation, while developing relationships with venues and external suppliers. The assistant will also help with the preparation of delegate packs, event online pages, event materials, and pre-event information.

Main Responsibilities:

• Assist with the coordination and delivery of events from inception to post-event reporting.

• Collaborate on the logistics for face-to-face events and technical requirements for online events.

• Support Project Managers with contractual, financial, and organisational aspects of projects.

• Organise facilities and event setup, including venue, catering, AV equipment, and interpretation.

• Prepare delegate packs, event online pages, and event materials.

• Perform administrative tasks, such as updating databases, trackers, spreadsheets, and filing systems.

• Research and book travel and hotels for internal staff and external parties.

• Administer online and paper-based surveys and evaluation forms.

• Monitor functional mailboxes.

• Print and arrange couriers for events materials.

• Basic formatting of event documents and reports.

Requirements:

• A degree or relevant experience in a similar environment.

• Up to 2 years’ experience in event administration or coordination.

• Excellent oral and written English, with proficiency in another European language as an advantage.

• Proficiency in Microsoft applications, particularly Outlook, Word, PowerPoint, and Excel.

• Familiarity with Microsoft Teams/CISCO Webex/Zoom Meetings is beneficial.

Personal Qualities:

• Highly developed interpersonal skills and self-motivation.

• Strong attention to detail and high level of accuracy.

• Excellent organisational skills, with a methodical and thorough approach.

• Ability to multitask and manage a varied workload to achieve agreed deadlines without compromising quality or standards.

• Ability to work within multi-cultural, multi-disciplinary teams across different countries and time zones.

• Demonstrated ‘can-do’ approach, problem-solving skills, and team player mentality.

• Ability to work with all levels of internal and external parties, including clients.

• Willingness to travel occasionally to events.

Working at ICF

ICF is a global advisory and technology services provider, but we’re not your typical consultants. We combine unmatched expertise with cutting-edge technology to help clients solve their most complex challenges, navigate change, and shape the future.

Brussels, Belgium (BE75)