Events Assistant (Ghent)

As an Events Assistant, you will support the Marketing & Events Executive in organizing Qargo's presence at trade shows, conferences, and company events across Europe. You will handle behind-the-scenes logistics such as booking travel, shipping materials, liaising with suppliers, and maintaining checklists. You will also assist with marketing support tasks like campaign support, webinar setup, and general admin. This hands-on role offers the opportunity to learn all aspects of event planning within a fast-growing international SaaS company.

Responsibilities

• You’ll support the planning and execution of a wide variety of events and webinars, including:
• Trade shows: Multi-day exhibitions where Qargo has a stand
• Regional/customer events: Roadshow-style sessions hosted on-site or in smaller venues to engage prospects and customers
• Partner events: Joint activities with Qargo’s integration and channel partners
• On demand webinars: Virtual sessions to educate prospects and customers
• Company events: EU team gatherings, support on whole-company gatherings
• Pre-event logistics:
• Manage travel, hotels
• Track organiser deadlines and help coordinate orders (furniture, electricity, Wi-Fi, catering, merchandise)
• Set up event pages (LinkedIn), add the event to the website, and prepare-event outreach materials
• On-site event support (EU based):
• Assist with stand set-up, demo stations, and customer/partner hospitality
• Welcome visitors, scan leads, and ensure smooth handovers to BDMs
• Support on-site based customer events and partner sessions during larger shows
• Post-event tasks:
• Clean and upload delegate data into HubSpot, ensuring accurate formatting
• Draft follow-up email templates (marketing + sales)
• Set up the workflow in HubSpot to send the emails
• Help organise debrief meetings and capture key learnings
• Update the event cost/ROI tracker and reporting dashboards
• Event Marketing and Sales Support
• Campaign support: Assist with cleaning up pre-event delegate outreach lists, getting nurture templates in place
• Webinars: Help set up webinars, create invites, coordinate with speakers, and manage follow-up
• General support: Provide wider admin support across the Events & marketing team, from website updates to merchandise orders, to updating Notion pages

Requirements

• Fluent in Dutch, French and English
• Strong organisational and time management skills
• Detail-oriented, proactive, and able to manage multiple deadlines
• Confident communicator, comfortable working with suppliers, organisers, and internal stakeholders
• Comfortable using Canva, Google Suite, and Slack (HubSpot a brilliant bonus)

Nice to have

• Experience working on events (trade shows, webinars, or corporate events)
• Familiarity with HubSpot, LinkedIn, or similar tools
• Interest in logistics, transport, or SaaS marketing

Benefits

• A hands-on role where you’ll learn every aspect of event coordination across a diverse event mix - from large international trade shows to high-touch customer-prospect gatherings
• The chance to be part of a fast-growing, international tech scale-up.
• The chance to work in a fast-paced SaaS marketing team during the build of the team and learn across multiple marketing channels
• A supportive and collaborative team environment.
• Competitive salary and benefits package.
• A flexible work environment with hybrid working options.
• A modern office in Ghent, Belgium.
• The opportunity to grow into a more senior Events or Marketing role as you develop.