Job Title: Event Coordinator
Reports To: Event Director
Hours per week: 40 hours (75% of time spent working on one key account managing registration website builds, attendee communications and reporting, 25% spent supporting on other event programs)
Location: Netherlands - remote (work from home)
Salary: EUR 42,500
Event Coordinator Introduction:
Are you a highly organized individual passionate about creating unforgettable experiences for top-tier brands? Join our EU-based team as an Event Coordinator and gain invaluable experience working alongside industry-leading professionals. You'll play a key role in supporting the successful planning and execution of a range of events, with a primary focus on managing one of our largest client accounts in a registration support capacity. This full-time, permanent position offers a fantastic opportunity for career growth. If you're ready to elevate your event planning skills, apply today!
About Huddle Agency:
Huddle Agency is a dynamic, globally-minded event management agency renowned for its innovative approach to crafting seamless, high-end events. We leverage cutting-edge event technology to implement superior systems, ensuring our clients experience polished and impactful events, every time. Our expertise lies in transforming complex logistics into effortless experiences, driven by a deep understanding of modern event execution. As a globally structured business, we champion a flexible working environment, offering unique opportunities for international collaboration and diverse projects. We believe in fostering a healthy work-life balance, empowering our team to thrive professionally while enjoying a fulfilling personal life, all within a supportive and forward-thinking agency.
Key Responsibilities Include:
Account Management
- Develop and maintain strong client relationships.
- Proactively identify and address client needs and concerns.
- Ensure client satisfaction at all stages of the event planning process.
- Act as a point of contact for clients, understanding their event goals, objectives, and expectations. Develop and maintain strong client relationships to secure repeat business and referrals.
Event Planning & Execution
- Support on event registration and delegate correspondence
- Design and build registration websites using Huddle’s preferred event technology, Cvent.
- Support on the planning and execution of a variety of events, including conferences, workshops, seminars, trade shows, and other special events.
- Manage event financials, tracking expenses and ensuring cost-effective and sustainable solutions. Provide financial / hourly reporting and analysis to clients as needed.
- Oversee event communications, including invitations, promotional materials, and on-site signage, where applicable.
- Identify and negotiate with vendors, including venues, catering services, audio-visual providers, decorators, and more. Ensure vendors deliver high-quality services within budget and on time.
- Support on all logistical aspects of events, including venue selection, transportation, technical setup, and event flow.
- Manage on-site event operations, including registration, check-in, A/V support, and guest services.
- Identify potential risks and develop risk mitigation strategies. Ensure compliance with safety and legal regulations.
- Conduct post-event evaluations and prepare reports for clients.
Project Management:
- Support project leads on a variety of event programs as needed.
- Manage multiple projects simultaneously, ensuring all deadlines are met.
- Proactively identify and mitigate potential risks and challenges.
- Effectively communicate project status and updates to stakeholders.
Teamwork & Collaboration:
- Work closely with the Event Director and other team members to ensure seamless team coordination.
- Collaborate with other team members within the Global Agency, and support on global events if required.
- Build and maintain strong relationships with vendors and industry partners.
Qualifications:
- Bachelor's degree in Event Management (preferred), Hospitality, Business, or related field (Master's degree is a plus).
- Some proven experience in event planning and management, with a track record of successful events. Minimum 2 years industry experience preferred.
- Proficiency in Microsoft Office Suite and event management software (e.g., Cvent).
- Ability to work independently and as part of a team.
- Strong attention to detail and accuracy.
- Strong communication and interpersonal skills, with the ability to build and maintain strong client relationships.
- Exceptional organizational and project management abilities.
- Excellent communication, negotiation, and interpersonal skills.
- Creativity and ability to think outside the box.
- Strong problem-solving skills.
- Ability to work under pressure and meet deadlines.
- Availability to work evenings, weekends, and travel as needed.
- An eagerness to be a part of a global team with flexibility and adaptability working across multiple time zones
Note: regular travel to one of our clients’ offices in Hilversum, Netherlands is required.
To apply, please contact us at [email protected]