Job Description

Are you passionate about events? Do you know how to inspire people? And are you someone who always goes the extra mile? Then join the fast-growing team at Easyfairs Belgium!

At Easyfairs, we believe in working with passion and an entrepreneurial mindset. You will be given every opportunity to take initiative and develop your talents. The Easyfairs Academy, our in-house training programme, supports you in achieving ambitious professional goals through internal training and coaching. We also place great importance on wellbeing at work, with a wide range of initiatives focused on health and relaxation.

The Easyfairs Group operates 8 event venues in Belgium, the Netherlands and Sweden, employs more than 900 people, and organises over 200 events in 16 countries.

Our mission? To create exceptional experiences and future-focused events that bring communities closer together and help prepare them for what lies ahead.

“Visit the Future” at Easyfairs!

For the team behind our art events Art Brussels and Art Antwerp, we are looking for a VIP Coordinator

In this role, you will work closely with the Head of VIP Relations to help grow and engage an international VIP community around our events. You will ensure collectors, curators, museum directors and institutional guests enjoy a seamless and high-quality experience before, during and after each event.

This position is ideal for someone who is highly organised, detail-oriented and enjoys combining coordination with relationship management.

Your responsibilities

• Support the growth of our international VIP community.

• Coordinate VIP invitations, newsletters and follow-up.

• Manage and maintain the VIP database and CRM.

• Organise accommodation for international VIP guests and travel for team members.

• Coordinate guided tours and practical VIP arrangements.

• Manage on-site hospitality services for VIPs.

• Act as a point of contact for hotels, chauffeurs, guides and other external partners.

• Support VIP outreach, PR activities and the development of the VIP side programme.

• Help organise kick-off and prospecting events in line with our 365-Connect Strategy.

Before and during the event

You will help organise VIP events, prepare guest communications, coordinate guest lists and logistics, welcome guests, and provide on-site support to ensure the VIP programme runs smoothly throughout the event.

Who are you?

• You hold a bachelor’s degree and have at least 1 year of relevant work experience.

• You have an affinity with the art sector.

• You are structured, hands-on and proactive.

• You work accurately and have a strong eye for detail.

• You manage deadlines, priorities and objectives with ease.

• You are reliable in your follow-up and deliver work to a high standard.

• You are solution-oriented, flexible and able to stay calm under pressure.

• You handle sensitive information with discretion and professionalism.

• You feel comfortable working with clients, partners and colleagues.

• You are bilingual in Dutch and French, with a good knowledge of English.

• Experience with CRM systems and graphic design tools is a plus.
  

What does Easyfairs have to offer?

• A passionate team and plenty of fun.

• A challenging and exciting opportunity within a dynamic company.

• Continuous access to knowledge enrichment through training and our own Academy Online.

• A culture based on objectivity, optimism and an open-minded approach.

• Open communication through newsletters, our annual Kick-Off, Good2Talk sessions, and more.

• With initiatives such as moving@work, we actively support the wellbeing of our colleagues.

• Flexibility built on trust — the job must be done.

• A transparent evaluation system based on the principle of continuous feedback

• A varied role with a high degree of autonomy

• A workplace in Ghent, with the possibility of partial home working after an onboarding period.