Events and Office Coordinator
Job Description
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 fast-growing data agency in Rotterdam, specializing in managed services Business Intelligence solutions. Since 2019, we have evolved from a boutique consultancy into an international, remote-first organization supporting global clients with scalable BI solutions.
Our core values: amaze clients, deliver value over perfection, we own it together, and have serious fun. These beliefs and behaviors shape our culture and community. As we enter our next chapter and move toward a product-enabled, distributed, high-autonomy company.
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.