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Event Coordinator

Solliciteer direct

We are looking for an interim Events Operations Coordinator: an hands on project manager with an extreme attention for detail, and experienced in event organisation. Would you like to be part of a professional Marcom team for this European HQ? Apply now!


The Events Operations Coordinator is responsible for the professional operational delivery of events. You will ensure that all are delivered to the highest possible standards and to the satisfaction of all parties involved consistently throughout the year. In collaboration with the Events Manager and Events intern you will be responsible for the resourcing and scheduling of the operations within your allocated portfolio. You are a highly organised, self-motivated and efficient individual, with the ability to work under your own initiative to meet deadlines and targets.

Waar kom je te werken?

Our client is a global leader in its segment with offices and clients all over the world. You will be part of an international marketing & communications team, located in the surroundings of Leiden. 

Wat ga je doen?

●    Manage the planning and execution of logistics of European regional trade shows and events, including physical and digital events such as webinars, speaker panels, customer events, and budget management.
●    Create and maintain show specific project plans in the agreed format for review & sign off by Event Manager on an event by event basis.
●    Be the main point of contact for European events planning and logistics, ensuring that sign off deadlines are met and teams are well informed including creating, maintaining, and delivery of required schedules such as: catering, electrics, furniture, signage, rigging, temporary staff requirements etc.
●    Day to day liaison with internal Event teams, venues, contractors, suppliers and exhibitors.
●    Create recap decks addressing successes and key learnings.
●    Assist with arranging freight for delivery and pick up to and from show site.
●    Be on site for tradeshow build outs as scheduling allows when Event Manager is unable to attend.
●    Research, source, and distribute props (fixture packages, display, furnishings, etc.) for trade shows and events.
●    Under the guidance of senior team members produce onsite documentation including staff briefings, exhibitor lists, floor plans, welcome packs, staff handbooks Inc. safety information etc.

General team support & additional areas of responsibility
●    Attendance at any required meetings at the request of the Events Manager, minute & action taking for distribution.
●    Arrange travel and accommodation bookings when requested, in line with set budget.
●    Ensuring you are working within the company’s H&S, Security & Sustainability guidelines at all times.

Wat neem je mee?

●    Experience in events and project management. 
●    Working knowledge of exhibition industry, venues and contractors.
●    Able to demonstrate a proactive approach and take initiative, anticipating needs.
●    Strong time management and organisational skills; can work to tight deadlines, able to prioritise and manage several different tasks at the same time.
●    Demonstrated ability to work independently, to meet deadlines consistently and operate within budgetary targets.
●    Excellent interpersonal, oral and written skills in English. 
●    Hands on, solutions-oriented attitude with a strong commitment to strive for organizational success.
●    Excellent organizational skills.
●    Ability to operate in a fast-paced and deadline-driven environment.
●    Experience working effectively across diverse cultures and operating structures; proven ability to excel in a global environment.
●    Multi-tasker with ability to juggle multiple projects.
●    Professional customer focused attitude; ability to stay calm and patient under pressure.
●    Forward thinking, flexible and able to trouble shoot.
●    Positive attitude, Confident team player with a creative and innovative approach.
●    Strong attention to detail.

Wat bieden we jou?

  • This interim assignment is for an average of 24 hours a week, this will be less when there are no events and certainly more (up to 40+ hours) in the case of events
  • Location: Leiden / hybrid
  • Starting at: asap 
  • Hourly rate: 60 EUR per hour incl. travel expenses
  • Duration of the assignment: 6 months with an option to extend
  • Important for this role is flexibility!

Hoe nu verder?

Do you see yourself in the profile above and would you like to execute his assignment? Then respond before Friday November 4th 17.00 am via the apply button here on the right, with a recent CV and a clear motivation in which we can find your relevant experience.

SchaalX staat voor diversiteit, dus het maakt ons niet uit waar je geboren bent, waar je in gelooft en van wie je houdt. We zijn nieuwsgierig naar jouw talent en hoe jij het verschil kan maken bij iedere vacature die we publiceren.

Je wilt Event Coordinator worden, en nu?


  • Je solliciteert

    Ben jij enthousiast over de vacature? Dan ontvangen we graag jouw sollicitatie zoals omschreven in de vacaturetekst.

  • De kennismaking

    Is er een match tussen jouw profiel en de vacature? Dan nodigen we je uit om kennis met ons te komen maken.

  • Kennismaking met de opdrachtgever

    Wanneer wij op basis van de kennismaking denken dat de vacature juist is voor jou, stellen we je voor aan onze opdrachtgever en ga je bij diegene op gesprek.

  • De procedure

    Afhankelijk van de wens van de opdrachtgever volgt er een tweede en soms nog een derde gesprek waar jullie elkaar goed leren kennen. Een assessment kan ook deel uitmaken van de procedure.

  • Ondersteuning

    Heb je alle gesprekken positief doorlopen? Dan kan onze opdrachtgever jou een aanbod doen. Wij ondersteunen jou als SchaalX-professional bij het starten met je nieuwe baan én tijdens je dienstverband.

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