Events Coordinator

Events Coordinator

Philea – Philanthropy Europe Association

Brussels, Belgium

EU Citizenship or valid work permit required. Visa/Single permit sponsorship not available for this role.

The Philanthropy Europe Association (Philea) is looking to appoint an Events Coordinator who will handle the planning, coordination and execution of a diverse portfolio of events, ensuring they run seamlessly and reflect our mission and values.

The ideal candidate will bring strong expertise in event management, logistics, and stakeholder engagement and demonstrate creativity, precision and the ability to manage multiple projects in a fast paced, collaborative environment.

Reporting to: Conference and Events Manager
Duration: Permanent Contract (CDI), full-time
Starting date: As soon as possible

Profile:

Required

• Proven experience (minimum 2 years) in coordinating conferences, workshops and meetings, in both digital and in-person formats, preferably in an international, mission-driven setting;
• Skilled in coordinating and supporting all stages of event planning, including logistics, venue liaison, registration, budgeting and follow-up;
• Strong command of tools such as Odoo (or similar ERP), Microsoft 365 Office (Excel), and event management platforms (e.g. Cvent, Eventbrite);
• Ability to manage multiple events simultaneously while maintaining focus, attention to detail and high-quality execution;
• Comfortable working in a collaborative environment and liaising with diverse internal and external stakeholders;
• Excellent written and verbal communication skills in English; knowledge of French or other European languages is an asset;
• Strong interpersonal skills and a solutions-oriented mindset;
• Understanding of and commitment to Philea’s values of trust, collaboration, diversity and inclusion.

Desired

• Experience working in philanthropic or non-profit sector.

Roles and Responsibilities:

• Plan, coordinate and deliver event logistics in collaboration with colleagues, ensuring alignment with Philea’s guidelines and policies, including venue bookings, catering, audio-visual requirements, speaker coordination and travel arrangements;
• Support the Conference and Events Manager in the organisation of the Philea Forum;
• Liaise with service providers (such as caterers, hotels, venues, and transport agencies), maintaining strong and effective working relationships;
• Prepare and monitor event budgets, ensuring accurate follow-up on invoicing and payments;
• Manage event timelines and ensure comprehensive post-event reporting and analysis;
• Manage digital tools and platforms to support registrations, agendas, feedback, and digital participation;
• Design and manage event webpages using dedicated Event Management Software;
• Assist delegates with registration queries, providing timely and courteous support;
• Coordinate and oversee on-site logistics such as badges, registration desks and coffee breaks;
• Contribute to the maintenance and accuracy of the events database.

Our offer:

Based in Brussels, Belgium this role requires residence in Belgium and offers you the opportunity to live and work in the heart of Europe.

Please note, we cannot sponsor work visas for non-EU nationalities.

Benefits include:

• Gross salary ranges from €3000 to €3200 commensurate with experience in a similar position or function (13^th salary, holiday pay);
• Home office allowance;
• Meal vouchers;
• Flexible work schedules and possibility to telework for certain periods of time;
• Additional holidays;
• Training and personal development opportunities;
• Group health, pension and private trips insurance;
• A friendly, open working environment.

How to Apply:

Please send the following to [email protected] by 8 September, quoting the reference “Events Coordinator” in the subject line:

• CV in English (no cover letter required);
• Responses (maximum 500 characters each) to the questions below:
  • Q1: In the past year, how many events have you been involved in? What type of events were they and what was your role in each (lead, co-lead, or support)?
  • Q2: Describe the largest or most complex event you have coordinated from start to finish. What was your role, and what challenges did you overcome?
• Two professional references who can confirm the information provided in your answers;
• Your earliest possible start date.

Applications will be reviewed on a rolling basis, so we strongly encourage early applications.  

Only shortlisted candidates will be contacted, and all applications will be treated confidentially. We value diversity and inclusion and encourage candidates from historically underrepresented or marginalised groups to apply.

About Philea – Philanthropy Europe Association:

Philea, the Philanthropy Europe Association, nurtures a diverse and inclusive ecosystem of foundations, philanthropic organisations and networks working for the common good.

With individual philanthropies and national-level infrastructure organisations in over 30 countries as members, we unite almost 9000 public-benefit foundations that seek to improve life for people and communities in Europe and around the world.

Our vision is for philanthropy to use its full potential to co-shape and support a pluralistic, just and resilient society that centres people and planet. To achieve this, our mission is to enable, encourage and empower the philanthropic community to build a better today and tomorrow. We work towards this vision by focusing our resources on 5 priorities: philea.eu.