Event & Hospitality Assistant
Are you an organizational talent who thrives in a fast‑paced environment?
Do you get energy from coordinating events, working with partners worldwide, and delivering outstanding experiences?
Then you might be our new Event & Hospitality Assistant!
Your mission
As an Event & Marketing Assistant, you support the full planning, coordination, and execution of regional and global partnership events.
You will collaborate closely with internal teams, suppliers, and partners to ensure flawless event delivery from start to finish.
Your key responsibilities
Event Planning & Coordination
- Support pre‑event preparation: logistics, media accreditation, supplier coordination, communication flow, and POSM.
- Conduct supplier research across different countries (hotels, venues, catering, branding, promo staff, entertainment, teambuilding activities…).
- Provide on‑site operational support during events.
- Coordinate agendas, activities, and expectations with internal teams and partners.
Communication & Administration
- Create and manage event communication (copywriting, event communication platforms, and AI tools).
- Provide administrative support: rooming lists, bookings, invoicing, customized event packages, etc.
- Prepare and follow up POSM materials.
- Manage post‑event tasks: thank‑you communications, finalization of packages, coordination of aftermovie production, correctness checks in internal systems, CRM updates, and payment registrations.
Brand & Partnerships Support
- Assist with partnership reporting and operational brand tasks.
- Maintain partner documentation (contract summaries, activation trackers, contact lists).
Qualifications
- Strong communication skills and a collaborative mindset.
- Organized, proactive, and able to multitask under pressure.
- Fluent in English. Any additional language is an advantage.
- Flexibility to travel and to work weekends when needed.
- Proficient in Office tools (Excel, Word, PowerPoint) + basic Canva & AI tool skills.
- Strong follow‑up skills: obtaining approvals, assets, and confirmations.
- Driving license (category B).
- Minimum 2 years of experience in event management, hospitality, or project coordination.
- Motorsport experience is a plus, but certainly not required.
Additional Information
What We Offer
- The opportunity to build experience in international event coordination.
- A dynamic and supportive team that values initiative.
- A varied role where no two days are the same.
- The chance to contribute to high‑level global partnership activations.
- A varied and challenging role within a dynamic company (in Hemiksem), with ambitious projects on the horizon;
- 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;
- Flexible working hours and the opportunity to partially work from home;
- Solid training and support with personal development at the core;
- Competitive remuneration package supplemented with various extra-legal benefits (iPhone & mobile subscription, hospitalization insurance, outpatient care insurance, group insurance, meal vouchers, 3 extra leave days, benefit card Edenred, bicycle leasing, ..).
Our products
We produce lubricants for all sorts of applications, from passenger cars to bikes and even construction machines, 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 managed to engage in premium partnerships like WRC and Junior WRC, BMW EWC, Bud Racing,...
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.
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.