Events & Hospitality Assistant

Wolf Oil Corporation is a Belgium based an independent lubricants company. We specialize in bringing our customers tailored, technology-enhanced lubricants that make engines better, faster, greener and cleaner.

Job Description

As part of our Global Marketing team, reporting to the Events & Hospitality Manager, you own the delivery of our regional and global partnership events, from first briefing to final debrief. You bring together internal teams, suppliers and partners across countries, so guests and partners experience a seamless, high-quality event that reflects who we are. You do this with an eye for detail, a service mindset and a calm hand when plans change.

Your key responsibilities

Plan & coordinate events

• Support the end-to-end organization of events: venues, catering, accommodation, transport, media accreditation, and brand and event materials
• Research, compare and coordinate suppliers in different countries, such as hotels, venues, caterers, branding suppliers, promotional staff, entertainment and teambuilding providers
• Align schedules, activities and practical arrangements with internal teams, suppliers and partners
• Monitor bookings, confirmations, deadlines and handle last-minute changes 

Hospitality & event administration

• Coordinate guest and partner arrangements, including rooming lists, bookings, travel details and tailored event packages
• Be the first point of contact for guests, partners and suppliers before and during the event
• Provide hands-on operational support on site and help ensure the event runs according to plan
• Prepare and follow up POSM and other event materials
• Process event-related administration, including invoices, purchase documentation and payment registrations
• Close each event properly: finalize event files, updating internal systems and CRM data, coordinate debriefs, and follow up on open supplier or partner actions
• Support event communication when needed

Qualifications

You are a structured, service-minded organizer who stays calm when plans change.

You keep several events and deadlines moving at once and have a sharp eye for detail.

You are a clear, confident communicator with strong interpersonal skills. You adapt your style to any audience, in writing and in person, and you build trust easily at every level.

You are flexible when events require it, whether that means international travel, changing priorities or the occasional evening or weekend.

What you bring

• A Bachelor's degree or equivalent experience in event management, hospitality, marketing, communication or a related field
• At least 2 years of experience in event coordination, hospitality or a comparable role, ideally with international suppliers or partners
• Fluent English; any additional language is an advantage
• Good command of MS Office (Excel, Word, PowerPoint)
• A driving license (category B)

Additional Information

What we offer

• a varied and challenging role within a dynamic company (in Hemiksem), with ambitious projects on the horizon;
• a family atmosphere with a diverse and international team of more than 300 specialists;
• an organization where there is room for initiative and creativity, a culture known for collaboration & collegiality;
• we offer you flexible working hours and the opportunity to partially work from home;
• a solid training and support with personal development at the core;
• a competitive remuneration package supplemented with various extra-legal benefits (iPhone & mobile subscription, hospitalization insurance, outpatient care insurance, group insurance, meal vouchers, extra leave days, bicycle leasing, ..).

Why join Wolf Oil Corporation?

At Wolf Oil Corporation, you'll join a growing international organization where entrepreneurship, collaboration and innovation are at the heart of everything we do. This role offers a unique opportunity to shape and professionalize marketing operations within the global marketing team while working with a diverse network of internal stakeholders, creative specialists and agency partners.

Our products

We produce lubricants for a wide range of applications, from passenger cars and bikes to construction machinery, at our HQ in Hemiksem, Belgium. We blend these products in bulk as well as for our own two brands, Wolf and Champion. Thanks to the high quality of our products, we have built premium partnerships with WRC and Junior WRC, BMW EWC, Bud Racing, and more.

Our Way of Working

At Wolf Oil Corporation, our dynamic, innovative and open structure reflects our values of being connected , committed to excellence and entrepreneurial . This adaptability allows us to navigate the ever-changing realities of the industry with confidence. Like the essential flow of lubricants in an engine, our energy and teamwork drive us to go the extra mile, time after time.

Our way of working is supported by the ISO 9001, ISO 14001 and ISO 27001 standards for quality, environmental management and information security.

As an organization

• We prioritize co-creation and teamwork , reflecting our belief in being truly connected.
• We maintain an agile and open approach, minimizing focus on hierarchy.
• We stay attuned to the world around us, fostering authentic, long-term business relationships.

Our colleagues

• Embody an entrepreneurial and adventurous spirit.
• See change as a catalyst for growth, embracing innovation.
• Share a can-do mentality , ready to roll up their sleeves when needed.
• Work pragmatically, both as individuals and in teams, staying committed to excellence in everything they do.