Executive PA & Office Manager

Easyfairs Group HQ, Brussels

Are you ready to shape the future of leading business events? Join one of the world’s Top-20 event organisers and take the lead in driving growth across our entire event portfolio.

At Easyfairs, we organise 110+ market-leading events across 18 countries in Europe, North Africa and North America, manage 9 venues across Europe, and have been recognised 7 years in a row as one of the Best Managed Companies (Belgium) by Deloitte. We’re also proud recipients of “Great Place to Work” awards across all our key markets. Easyfairs is growing at a double-digit pace and is backed by leading PE investors.

Your Key Responsibilities:

1. Executive assistance to the Group CEOs

• Provide day-to-day administrative and organisational support to the Group CEOs, helping them manage their priorities efficiently.

• Manage calendars, organise meetings and coordinate appointments with internal and external stakeholders.

• Handle incoming requests and follow up on emails and outstanding matters, ensuring that actions are properly coordinated.

• Arrange business travel and accommodation.

• Prepare meeting logistics and provide administrative support for senior management meetings.

2. Office, facilities and workplace management

• Oversee the day-to-day running of the Brussels headquarters, ensuring a welcoming, efficient and well-organised working environment.

• Manage office supplies, coffee and refreshments, mail distribution, deliveries and other general office needs.

• Act as the main point of contact for building cleaning, maintenance and facility-related issues, coordinating with external service providers.

• Manage incoming calls to the Group’s general telephone number and direct enquiries to the appropriate colleagues.

• Coordinate office-related suppliers, orders, budgets and invoices, as well as the associated administrative follow-up.

• Contribute to the implementation of Easyfairs’ ESG standards and sustainability initiatives in the workplace.

• Identify opportunities to improve office operations, facilities and the employee experience.

3. Corporate meetings, events and travel coordination

Take ownership of the practical organization of key Group meetings and internal events, ensuring that every detail is taken care of.

Responsibilities include:

• General Management Team: site inspections, hotel bookings, catering, restaurant reservations and travel arrangements for HQ participants.

• Shareholders’ Board meetings and Strategic Days: venue selection and inspections, accommodation, catering, restaurant reservations and HQ travel arrangements.

• Business Development Days, Finance Days and IT/MIT workshops: hotel bookings, catering, restaurant reservations and travel coordination, as applicable to each event.

• HQ events: coordinate internal celebrations and gatherings, including birthday celebrations and the annual Kick-Off.

• Travel administration: prepare and complete Spendesk expense reports relating to HQ travel.

• Coordinate with venues, hotels, restaurants, transport providers and other suppliers to ensure the smooth execution of each event.

4. Academy Summit and other Academy logistics

• Coordinate travel arrangements for the members of the Senior Leadership Team attending Easyfairs Academy events and transportation for Academy participants, as required.

• Organise transportation, transfers and related logistics for the annual Academy Summit.

• Provide on-site logistical support during the Summit, helping ensure that the event runs smoothly.

Who are you?

• 5+ years of experience in a similar role.

• Bachelor's degree with strong MS Office skills – AI oriented.

• A good timekeeper with excellent organization, planning and administration skills.

• You are punctual, loyal and have a discreet attitude.

• You are service-oriented and an optimistic person.

• Fluent English; French and/or Dutch is a plus.

• Living near Brussels as the job requires to be often in the office.

What does Easyfairs have to offer?

• A passionate team and plenty of fun.

• A challenging , engaging opportunity in a dynamic company.

• Ongoing opportunities to develop your knowledge through training and our own Academy Online.

• A culture of objectivity, optimism and open-mindedness.

• Open communication through newsletters, the annual Kick-Off, ...

• Flexibility based on trust — the job must get done.

• A transparent appraisal system built around continuous feedback.

• A varied role with a high degree of independence.

• A workplace in Brussels, with the option to work partly from home after an initial settling-in period. (1 day remote working/week)