Associate GBS Event Logistics

Purpose & Overall Relevance for the Organization

The purpose of this role is to provide consultancy, booking support, and administrative services for internal customers across Europe, with a particular focus on Germany, in the area of Event Logistics (BRAND EVENTS). The role ensures compliance with policies and tax regulations, supports customer satisfaction, drives process efficiency, and contributes to cost savings.

As a member of the team, this role brings depth of expertise, acts as a trusted point of reference for colleagues and stakeholders, and helps shape best practices within the function.

Scope

This position supports the Event Logistics teams in Porto and Herzogenaurach by ensuring compliance with policies, tax rules, and processes. It safeguards process standards, secures accurate data delivery, and optimizes reporting for global events, especially for business units based at headquarters in Germany.

Key Responsibilities

• Execute Event Logistics processes in line with the EMEA strategy.
• Ensure compliance with legal, tax, and corporate policies.
• Ensure accuracy and completeness of event data for compliance and tax purposes.
• Support monitoring of non-compliant cases and escalate to senior colleagues as required.
• Generate and review compliance reports to detect policy deviations.
• Collect and summarize customer feedback to support program improvements.
• Contribute to process improvements by identifying inefficiencies and sharing ideas.
• Provide coordination and administrative support to the EMEA Event Logistics team.

Policy & Process

• Execute standard event processes.
• Ensure all travel and event systems reflect current policies and processes.
• Contribute suggestions for global standard process improvements.

Project Management

• Support event-related projects and continuous improvement initiatives.

General Administration

• Deliver operational and administrative support as required.
• Support the development of internal knowledge by sharing expertise and learnings.

Key Relationships

• Global Brand Events Team
• Global Business Services (GBS)
• Internal stakeholders including travelers, arrangers, and approvers
• Corporate Tax Department
• External suppliers including transportation providers, accommodation partners, travel agencies, event agencies, and credit card companies

Knowledge, Skills and Abilities

• Experience in Business Travel and/or Meetings and Events.
• Strong organizational and time management skills.
• Numerical and analytical skills.
• Customer orientation and service mindset.
• Team player with intercultural awareness.
• Ability to operate effectively in a fast-paced international environment.
• Excellent English communication skills, written and spoken. German skills is a plus.
• Proficiency in MS Office (Outlook, Word, Excel, PowerPoint).

Education and Experience

• Relevant work experience in accounting, business administration, or a related field is a plus.
• Experience in a multinational environment, ideally in a shared service center is a plus.
• Fluency in English, with German being considered a plus.