Internship – from 4 to 6 months

We seek a smart and proactive intern to join our fast-paced team.

The trainee will report to the project manager who will supervise and/or advise her/him where needed.  He/she will work in close cooperation with the project manager responsible for planning, developing and delivering events, A to Z, before, during and after the event.   The trainee will work in English. She/he is responsible for the administration and delivery of services of the highest standard, including but not limited to the following:

 Relations with clients

  • Attend coordination meetings with the project manager
  • Edit minutes of meetings

Operations and logistics

Assist the project manager in the research, selection, coordination, quality control and management of:

  • Venues
  • Hotels
  • Suppliers & subcontractors
  • Staff
  • Travel & transportation
  • Social events

Communication

  • Editing / proofreading marketing material
  • Handle data-bases, e-mailings and mailings
  • Develop event websites and manage content
  • Preparing Power Point presentations, signage, surveys, badges, …

 Delegate registrations and hotel reservations

  • Management of databases
  • Mailing invitation letters & programmes
  • Register and confirm participants
  • Process and confirm hotel reservations
  • Produce hotels rooming lists
  • Coordinate travel arrangements with the travel agency
  • Edit participation reports (lists of participants, lists per event, list per country, ….)
  • Welcome participants on-site at the event
  • Handle post-congress updates and reporting

Skills expected

  • Service-minded and creative
  • Ability to handle multiple tasks
  • Excellent attention to detail and accuracy
  • Highly organised with good planning skills
  • Ability to prioritise tasks and meet deadlines
  • Excellent written and verbal communication skills
  • Flexible, available, ready for possible extended working hours during events

The candidate must have excellent communication, organisational and analytical detailed-oriented skills.

Preference will be given to candidates with ability to multitask and prioritise between evolving projects and tasks. Internship of 6 months is preferable.

Fluent in English; knowledge of other European languages, such as French, Dutch, Spanish is an asset.

This position is only available for student training as part of a university or graduate coursework.

All internships generally last 4 to 6 months.

Application Instructions:

Please send a cover letter and CV to laure.caluwaert@downtowneurope.be