EU Event Sourcing Coordinator

Location: Brussels, Belgium; hybrid work combining collaboration at the Brussels office with remote work opportunities. Eligible to work in the EU.

Company

hirify.global is an independently owned global engagement and marketing agency headquartered in Geneva, Switzerland, delivering live and virtual events, strategic and digital communications, and consulting and community solutions through 64 offices in 34 countries.

What you will do

• Translate client and operational requirements into clear requests for quotation and source suitable suppliers for EU institution and EU-funded project events.
• Obtain, verify, normalise, and compare supplier quotations, including prices, taxes, currencies, inclusions, exclusions, commercial conditions, risks, and environmental criteria.
• Prepare comparison tables, maintain audit-ready sourcing records, and support budget preparation by mapping supplier prices to budget lines.
• Negotiate rates and practical conditions, review supplier contracts, monitor booking deadlines, cancellation terms, attrition policies, and room-block commitments.
• Coordinate small, non-complex events from supplier selection and approval through contracting, delivery follow-up, and financial closure.
• Track supplier performance, maintain supplier records, and escalate significant cost, contractual, compliance, environmental, or delivery risks.

Requirements

• Ideally, at least 2 years of relevant experience in event coordination, sourcing, hospitality management, or a related field.
• Eligible to work in the EU.
• Practical experience requesting, checking, and comparing supplier quotations and supporting event budgets.
• Good working knowledge of Microsoft Excel, including formulas, cost comparisons, and accuracy checks.
• Excellent written and spoken English.
• Accuracy and numeracy when checking quotations, calculations, budgets, and contractual information.
• Strong organisation, prioritisation, judgement, communication, ownership, and flexibility when managing several sourcing requests and supplier deadlines.

Nice to have

• Additional European languages.
• Experience with EU institutional events.

Culture & Benefits

• Fixed-term contract through the end of 2027 with a competitive salary package aligned with experience.
• Meal vouchers, hospitalisation cover, and group pension and disability insurance.
• Continuous learning and growth through the MCI Institute.
• Multicultural, innovative, dynamic, open, and supportive environment valuing authenticity, individuality, and mutual respect.
• Global collaboration across hirify.global’s international network and a flexible hybrid work model.