Events and Office Coordinator

Maybe you call yourself an Events Coordinator, an Office Host, a Logistics Fixer, a Chief "Don't-worry-I've-got-it"… or maybe you just call yourself Sam. Whatever title you use, you're the person who makes things actually happen, and you'd do it across two halves of one job: the logistics behind our events (50%) and the running of our Rotterdam office (50%).

What we offer

• A salary between €3,400–€3,800 per month + pension + €5,000 annual development budget + 8% holiday allowance + €500 home-office budget + a laptop + team outings + informal drinks + the occasional well-earned "Hey, well done Buddy!". 

• Real work/life balance: 25 vacation days + public holidays + special leave + the option to buy up to 10 extra days + the possibility of a sabbatical of up to 4 months. 

• A flexible, in-office-heavy setup. You manage your own week; nobody clocks you in, but this role lives in the office. Expect to be in our Rotterdam-area office most days. 

• Two company trips abroad each year, where we connect, have serious fun, and keep making All Your BI better together. 

• Real autonomy: under Holacracy, authority sits with the people doing the work, you make the calls in your domain, no hovering, no permission-seeking. 

• And yes, FUN. We take our work seriously, ourselves a little less so. 
  

About us

All Your BI is a data agency from Rotterdam. Since 2019 we've grown into an international team of 60+ data specialists, delivering managed BI services to logistics and industrial clients. We live for the WOW moment, that twinkle in a client's eyes when the data finally tells them something. We work with little hierarchy and a lot of ownership: serious work, serious fun.

What you'll do

• Turn the brief into a real plan: Take the event owner’s brief and turn it into a clear, sequenced plan of what happens and when, from initial planning through to event wrap-up. This includes our internal conferences, team outings and company events (across all circles, including offsites, team days, and celebrations), as well as support for commercial AYBI events and trade fairs. 

• Sort the venues and stays: Find and recommend venues, then handle hotels end-to-end, reaching out, negotiating, booking, and confirming. 

• Take care of travel and details: Book flights, organise transfers and insurance, and make sure everyone knows what they need to do or bring, then chase people until you’ve got everything in. 

• Keep everyone in the loop: Make sure communication is clear and consistent so everyone always knows what’s happening and when. 

• Keep it all under control: Build and maintain the master tracker, who’s booked, who’s missing info, what’s still open, what’s been spent, and what’s next. 

• Make it all land on the day: Be there on the ground making sure setup runs smoothly and everything comes together as planned. 

• Make the office a place people want to be: You create a welcoming, vibrant environment with great food, engaging activities, and thoughtful nudges that bring colleagues together and encourage more time in the office. 

• Look after people when they arrive: Greet clients and visitors properly, a warm welcome, a ready room, water on the table, everything in place. 

• Make the everyday feel good: Make lunch and the daily details genuinely enjoyable (better than at home, not just functional), it really matters for how the office feels. 

• Keep things running behind the scenes: Make sure basics and facilities are handled, so everything just keeps working and feels easy to be in. 

What you bring

• Host at heart: you love facilitating others and making people feel seen and welcome, at the office and at an event. This one's non-negotiable. 

• Logistics in your bones: you've owned the operational side of events, the bookings, the chasing, the on-site, the details everyone else finds tedious, and you actually enjoy it. 

• A structure junkie who stays calm in chaos: lots of context-switching, plans that change, things moving fast, you create order out of it rather than drowning, and you build the tracker that holds it together. 

• Curious and socially intelligent: you read the room, communicate well, and get things done through people. When the budget says €600 and the quote says more, you don't shrug, you figure out how to make it work. 

• Proactive and questioning: you think two steps ahead and ask the questions a great fixer asks before anyone has to prompt you. You spot the mistakes others miss. 

• AI-comfortable: you use AI tools to work smarter, not just busier, and you're curious about where they can genuinely reshape how a task gets done. 

• Strong English: it's how the whole team works. 

• Nice to have: a PA-to-founders or hospitality background; experience building event/ops trackers; a real knack for resourceful, low-budget delivery; experience in a self-managed environment. 

Our application procedure

1. Intro call (30 min): with our recruiter, to discuss your experience, what draws you to this role (both halves), and a feel for each other. 

1. Short case (90 min): a real slice of the job, sent to you ahead of time. You'll even have the option to message the event owner with questions while you work, because asking the right questions is part of the job. A real person reads every submission. 

1. Team conversation (60 min): with two of our People & Culture team. We'll use your case to explore how you think through problems, collaborate and challenge, and work in a self-organising environment. 

1. Final conversations (2 × 30 min): short chats with two senior members of All Your BI, to get to know each other and explore how you'd work within the organisation.