Specialist GBS Event Logistics

Purpose & Overall Relevance for the Organization

The purpose of this role is to provide consultancy, booking, and operational support 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 requirements, high-quality event data, customer satisfaction, and efficient processes. As an experienced member of the team, the Specialist takes ownership of more complex requests, shares expertise, and contributes to continuous improvement and best practices.

Scope

This position supports the Event Logistics teams in Porto and Herzogenaurach, with a strong focus on global events for business units based at the headquarters in Germany.

The role ensures consistent Event Logistics processes, accurate data and reporting, and compliance with relevant policies and requirements while contributing to efficient and simple ways of working.

Key Responsibilities

• Execute Event Logistics processes in line with EMEA strategy, global standards, and policies.
• Provide consultancy and booking support to internal customers using the global event management tool (Cvent).
• Source, propose, and book group accommodation and related services based on customer needs, policy requirements, and cost considerations.
• Support payments, internal recharges, and Event Management Credit Card administration.
• Ensure accurate and complete event data and transfer relevant information to accounting and tax systems.
• Monitor compliance, review reports, identify deviations, and resolve or escalate more complex cases as required.
• Provide guidance on policies and procedures to travelers, arrangers, approvers, and other stakeholders.
• Partner with internal teams and external suppliers to deliver an effective and customer-focused Event Logistics service.
• Collect customer feedback and apply critical thinking and problem-solving to identify practical improvements.
• Adapt to changing business needs and priorities while maintaining service quality and accuracy.
• Identify opportunities to simplify processes, improve ways of working, and contribute to global process improvements.
• Share knowledge and expertise to support team capabilities and consistent ways of working.

Event Logistics Procurement

• Support tenders, sourcing activities, and supplier negotiations for Event Logistics services through the global management tool.
• Support the preparation and administration of Event Logistics contracts in line with policies and business requirements.

Policy & Process

• Ensure Event Logistics processes and systems reflect current policies, tax requirements, and global standards.
• Contribute to process improvements, standardization, and simpler ways of working.

Project Management

• Support Event Logistics projects and continuous improvement initiatives, collaborating with relevant internal and external stakeholders.

General Administration

• Provide operational and administrative support to the EMEA Event Logistics team as required.
• Support internal knowledge development by sharing expertise, best practices, and learnings.

Key Relationships

• Global Brand Events Team
• Global Business Services (GBS)
• Event Logistics teams in Porto and Herzogenaurach
• Internal stakeholders, including travelers, arrangers, and approvers
• Corporate Tax and Accounting
• External suppliers, including accommodation and transportation providers, travel and event agencies, and credit card companies

Knowledge, Skills and Abilities

• Experience in Business Travel and/or Meetings & Events.
• Strong customer orientation and service mindset.
• Strong organizational and time management skills with the ability to manage different priorities.
• Good numerical and analytical skills, with a critical thinking and problem-solving mindset.
• Understanding of supplier negotiation and contract administration.
• Ability to build effective partnerships and collaborate across teams, functions, and cultures.
• Ability to adapt to changing priorities and work effectively in a fast-paced international environment.
• Proactive approach to simplifying processes and identifying new or improved ways of working.
• High attention to detail and ability to work independently and take ownership.
• Excellent English communication skills, both written and spoken. German skills are an advantage.
• Proficiency in MS Office (Outlook, Word, Excel, and PowerPoint).
• Experience with Cvent or a similar event management tool is an advantage.

Education and Experience

• 2 to 3 years of relevant professional experience in Business Travel, Meetings & Events, Business Administration, Accounting, or a related area.
• Experience in a multinational environment, ideally within Global Business Services or a shared service environment.