Events Assistant (Ghent)

Qargo is a cloud-based (SaaS) Transport Management Platform. We are a scale-up based in London and Ghent (Belgium), rapidly expanding across Europe and now the US. The platform is an ‘all-in-one system’, handling everything from initial order entry to final invoicing. It optimises planning and has a built-in AI feature that automates lengthy manual tasks. Qargo is designed to help modern logistics operations run more efficiently, while increasing profitability and sustainability.

We’re looking for an Events Assistant to join our commercial team in Ghent, Belgium. If you’re looking to work in an international company in a role that offers autonomy, ownership and impact, this is the role for you!

About the Role

As an Events & Marketing Assistant, you’ll be the right hand of our Marketing & Events Executive, helping to organise Qargo’s presence at trade shows, conferences and company events across Europe. As well as help us organise roadshow style sessions hosted on customer sites.

You’ll take ownership of all the behind-the-scenes details that make events run smoothly, from booking travel and shipping materials, to liaising with suppliers and keeping checklists up to date.

This is a practical, hands-on role where you’ll learn all aspects of event planning, logistics and coordination within a fast-growing international company.

Key responsibilities

Event operations (Primary Focus – 70%)

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

Marketing support (30%)

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

Skills & experience

Must-haves

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-haves

Experience working on events (trade shows, webinars, or corporate events)

Familiarity with HubSpot, LinkedIn, or similar tools

Interest in logistics, transport, or SaaS marketing

What we offer

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.