Events Coordinator

Looking for a result-driven role within a purpose-driven, international company? Are you a self-starter and someone with strong organisational skills and are you available for at least 24 hours a week? Are you a supporter of the renewable energy transition? Then you may get excited about our position as Events Coordinator. About Solarplaza Solarplaza is a global leading organiser of high-level international solar energy conferences around the world. We offer knowledge and networking solutions for the renewable energy industry in both established and emerging markets across the globe. With 40+ young professionals from 15 different countries, we work to accelerate the energy transition from our Rotterdam office. Over the past 20 years, we have built a global network with the aim of positively impacting the world by accelerating the transition to renewable energy. What does it mean to work for Solarplaza? If you join our team, you share the responsibility in creating the foundation for successful conferences by arranging venues, restaurants, event sponsors, speaker and participant support and more. As an Events Coordinator at Solarplaza, you will work closely together in a team with the Project Manager (responsible for the program and speakers of the event), marketing team, and Business Developer. Additionally, you are involved and supporting the actual execution of the conferences at the venue in The Netherlands or abroad, by ensuring that we deliver what our partners and participants expect. What does a day at the office look like as an Event Coordinator? You start your day with the team, checking in over a coffee while sharing your plans and goals for the day. That morning, you have calls scheduled with the venue, the project manager or suppliers to discuss and finalise the logistics for the forthcoming event. During the day, there is always something to keep you busy and each day is different, whether it be dealing with attendee queries, finalising arrangements with the venues, printing name badges or answering emails. Lunchtime is at La Cantina while going over your colleagues’ weekend plans. In the afternoon, you may need to check in with the project manager to ensure that all is on track and to provide a progress report, compile the exhibitor guide or prepare your working document. All the while not forgetting to breathe, take a break and have a cuppa, as your days can get hectic at times, but there is always a sense of teamwork and accomplishment of a job well done when an event goes well. Your role and mission You are excited by the idea of being responsible for negotiating the best deals and finding the right conference venues and suppliers across the globe. You love being the stable factor during hectic times: project managers need to be able to count on your support for all the practical, organisational and administrative tasks that are key to the success of every event. You are flexible and can deal with last-minute changes. You enjoy working in an international context, communicating primarily in English (+ other languages) and working - both internally and externally - with people from different (business) cultures. You are willing to execute administrative tasks, like logging your work into our CRM system (EventsAir), preparing the event App, and handling attendee queries. What we expect from you Concrete experience in negotiating contract terms for booking medium to large-sized event venues, preferably internationally. Ideally, you have experience on “the other side of the fence”, having worked with or for large hotel chains that dealt with event organisers. A relevant background with 2-3 years of experience in related areas e.g. in hospitality, hotel school, facility management, commercial economics, tourism industry or similar. Excellent planning & organisational skills are reflected in your structured way of working. Accuracy, strong attention to detail. Friendly and service-oriented attitude. Hands-on mentality; efficiently and effectively picking up everything that’s needed to successfully support any event. Strong sense of responsibility and result-driven. Fluency in English, and other languages are an added plus. What you can expect from us An open, respectful and multicultural atmosphere. A flexible contract with an expected 24 hours of working. Flexible weekly work schedule, subject to discussion with your manager. Opportunity to get acquainted with the solar industry and events business. Possibilities to grow into more hours depending on needs. A five-month initial contract. A good pension scheme. An office in the heart of Rotterdam, right next to Rotterdam Central Station. You will become part of our mission: positively impact the world by accelerating the renewable energy transition. A great (and fun) team that will provide a great stepping stone for your professional career. Application for the job If this job description sparks your interest, we would love to receive your CV and a to-the-point cover letter highlighting relevant experience and your motivation (in English). We aim to do interviews as soon as possible, and would ideally have someone join us from the start of June 2024. We'll consider and invite candidates as they come in, so don't delay your application!