Event Project Manager - m/f - Permanent, Full-Time Position

Full-time, permanent position in the Marketing & Communication Department

The successful candidate will take on a versatile event management role, overseeing projects from start to finish, coordinating a wide range of service providers and ensuring that events reflect the ACL’s brand image and standards.

Managing the annual event calendar and coordinating with service providers will form the core, ongoing responsibilities of the role. These activities will be complemented by the organisation of internal and external events, depending on the team’s priorities.

You will report to the Director of Marketing & Communication and supervise one person responsible for event logistics.

Main Responsibilities and Activities

1. Organisation of External Events

• Manage the entire event planning process, from the initial briefing through to on-site execution.

• Develop schedules, budgets and detailed timelines while coordinating with partners and service providers.

• Identify the human, technical and logistical resources required to ensure the smooth running of each event.

• Ensure that all events are aligned with the ACL’s brand image and strategic objectives.

2. Organisation of Internal Events

• Work closely with internal departments to organise events for employees, such as staff parties, town halls and informal gatherings.

• Contribute to enhancing company life and strengthening employees’ sense of belonging.

3. Management of Event Materials and Promotional Items

• Manage stocks of promotional and event materials, including exhibition stands, giveaways and signage.

• Anticipate the logistical requirements of each event.

• Monitor orders and maintain relationships with suppliers.

• Supervise and support the person responsible for event logistics, including work organisation, task prioritisation and follow-up.

4. Coordination with Service Providers

• Select, manage and monitor event agencies, suppliers and technical service providers.

• Ensure the quality of deliverables and compliance with deadlines and budgets.

5. Management of the Event Calendar

• Maintain and update the annual event calendar.

• Plan key events and major milestones with a strategic focus on enhancing the ACL’s visibility.

6. Production of Communication Materials

• Collaborate with graphic design, editorial and digital teams to ensure that communication materials are consistent, engaging and aligned with the ACL’s brand identity.

• Contribute to writing or adapting content when necessary.

7. Innovation and Development

• Propose new event formats, concepts and creative approaches.

• Monitor industry trends and emerging tools to enhance and develop the ACL’s event activities.

8. Other Responsibilities

• Contribute occasionally to various Marketing & Communication (Marcom) projects.

Your Profile

Education and Professional Experience

• Bachelor’s or Master’s degree in Event Management, Communication, Marketing or a related field.

• Three to five years of professional experience in event organisation, ideally in an association, retail or public-facing environment.

• Experience managing service providers and suppliers, particularly event agencies and technical providers, is a strong asset.

• Previous experience in team management or staff supervision is an advantage.

Key Skills

• Languages: Proficiency in the four commonly used languages in Luxembourg — Luxembourgish, French, German and English — is desirable.

• Project management: Ability to manage several events simultaneously while meeting deadlines and staying within budget.

• Organisation and logistics: Ability to anticipate the human, technical and material requirements of each event.

• Coordination and negotiation: Confidence in selecting and managing a wide range of service providers and suppliers.

• Editorial and aesthetic awareness: Ability to collaborate with creative teams to produce communication materials that are consistent with the brand identity.

• Tools and software: Proficiency in planning tools such as Excel and project management software. Knowledge of Canva, Adobe Creative Cloud and AI tools is an advantage.

Personal Qualities

• Independent and proactive: Able to take ownership of projects and determine the necessary steps without requiring constant guidance.

• Organised and detail-oriented: Comfortable managing multiple tasks and competing deadlines simultaneously.

• Strong communication and interpersonal skills: Confident when interacting with a wide range of stakeholders, including management, colleagues and external service providers.

• Flexible: Willing to work occasional evenings or weekends depending on the event schedule.

• Creative: Able to propose new ideas, formats and event concepts.