Course and Conference Officer

EMBL - European Molecular Biology Laboratory

Course and Conference Officer

EMBL - European Molecular Biology Laboratory

Heidelberg, Germany

Organisation data: Course and Conference Office
Job Number: HD02280
Contract Type: Staff Member
Job Function: Administrative Officer (gr. 4-6)
Advertised Grade-Grading: 4 (monthly salary starting from 3.2k EUR after tax + other paid benefits)
Contract Duration-Length of Time (years/months): 3 years (renewable)
SAP OM-Number: 60039222
Closing date: 11 October 2022

About the team/job

As part of the Course and Conference Office, based at EMBL Heidelberg you will fulfil EMBL's mission to provide exemplary training for the life sciences, making the laboratory the leading meeting place for biologists in Europe. Join the team that delivers a world-class programme of international conferences, courses and events, primarily onsite at the striking Advanced Training Centre (ATC). The ATC is EMBL's purpose-built scientific conference and training venue, centred on a large auditorium, wet laboratories and computer-based training rooms and complete with social spaces designed to foster networking and collaboration. We offer an international working environment with superb benefits and facilities for staff.

Course and Conference Officers are responsible for the end-to-end production of their own assigned conferences, courses and events, working in collaboration with scientific organisers, external clients or partners.

For the current opening we seek a rapid-learning and appropriately experienced events organiser, ideally able to start work in Heidelberg in October 2022, training and learning with us as our extensive programme of events evolves into exciting, new, hybrid formats. We are especially interested to hear from any events professionals who also have an element of software application management to their background. A combination of online and onsite events organisation experience will also be considered an asset in these times. Throughout the pandemic our team is working remotely by default but with increased access to our offices at our Advanced Training Centre whenever COVID-19 restrictions permit.

Your role

Main functions:

  • International liaison with scientific speakers and trainers from invitation stage through to event reimbursement;
  • Control of expenditure on assigned events, and delegated responsibility for individual event budgets;
  • Monitoring of registration fee payments, processing of speaker expenses ensuring adherence to policy and administration of grant allocations;
  • Working with customer relationship management databases and other events software to manage event registration, reviews, abstracts and other processes;
  • Creation, population and upkeep of event websites via content management systems;
  • Coordination of event logistics including catering, technical, transport, international travel and accommodation;
  • Programming of non-scientific content of events: social and networking provision, off-site dinners, excursions etc.;
  • Working with the CCO Marketing Team, the EMBL Strategy and Communications team, internal and external suppliers to produce marketing materials and execute campaigns for the events;
  • On-site coordination of events;
  • Preparing financial and statistical reports following events and collating information for funders and partners;
  • Actively contributing to projects and work groups to advance the continuous development of the CCO;
  • Building and maintaining good relationships with internal and external partners, scientific organisers and service providers;
  • Administrative functions necessary to the post.

There will be an occasional requirement to work at evenings and weekends in support of the programme.

You have

Your academic studies and your career to date in events coordination, conference production, courses or other appropriate projects will have prepared you to work on EMBLs busy programme. The CCO needs enthusiastic team players with impressive abilities to self-organise and prioritise so that they can support multiple event projects and tasks simultaneously. Strong administrative, coordination and customer service skills underpin your ability to communicate with and gain the confidence of our scientists, customers and fellow service providers at EMBL.

  • Full fluency in English and basic German language proficiency essential;
  • Proficiency in Microsoft Office (Outlook, Excel);
  • Experience working with databases, content management systems, registration. Facility for learning to work with new software;
  • Excellent time-management skills with the ability to multi-task and perform under pressure;
  • Adept communicator and relationship builder;
  • Excellent attention to detail;
  • Degree level education (subjects related to events industry especially welcome), other relevant qualifications and/or equivalent, appropriate experience is required.

You might also have

  • More advanced German language abilities an advantage;
  • Experience in software systems development or application management.

Why join us

The Course and Conference Office team is international, creative and collaborative in character. A warm welcome from a motivated and ambitious team of skilled events professionals awaits the right candidate. From audio-visual through catering to accommodation and facilities management, our key internal service partners are reliable and responsive in-house teams who operate to the highest standards. An events marketing team, administrative support and financial management all sit within the CCO, freeing the events teams to focus on their projects. We enjoy clear scientific leadership and direction at a senior level from our parent unit: EICAT-External Training.

EMBL is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international research organisation with a very collegial and family friendly working environment. The remuneration package comprises a competitive salary, a comprehensive pension scheme, medical, educational and other social benefits, as well as financial support for relocation and installation, including your family and the availability of an excellent child care facility on campus.

What else you need to know

We are innovative and interdisciplinary laboratory with more than 1700 employees from many nations, operating across six sites: in Heidelberg (HQ), Barcelona, Hinxton near Cambridge, Hamburg, Grenoble and Rome.

Please note that appointments on fixed term contracts can be renewed, depending on circumstances at the time of the review. The pathway for Course and Conference Officers at EMBL is commonly up to three consecutive three-year contracts with clear progression opportunities within the team.

1st round of interviews will be held virtually and is tentatively planned for 24/10/2022 & 25/10/2022.

2nd round of interviews will be held at EMBL Heidelberg on 03/11/2022.

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Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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