Course and Conference Officer

We're hiring! Looking for a new addition to our 12 person events team in the Course and Conference Office at EMBL Heidelberg. You'll be part of EMBL’s mission to provide outstanding training events for the life sciences, making this the leading meeting place for biologists in Europe. Join the outfit that delivers a world-class programme of international conferences, courses and events at the striking Advanced Training Centre. The ATC is EMBL’s purpose-built scientific conference training and events venue, centred on a large auditorium, wet laboratories and computer-based training rooms and complete with social spaces designed to foster networking and collaboration.

If you have solid experience in event management and could join us in Heidelberg between now and summer, we're keen to meet you. A mix of project management and software skills for hybrid online / face-to-face events organisation is ideal. Our team work from offices above the venue, with views over the forest. We work flexibly onsite and remotely, around the needs of the events programme.

Your role 

In the events team you'll have operational responsibility for the end-to-end production of your own assigned conferences, courses and events.

• Support and guide the scientific organisers through the organisational stages of each project: kick-off meetings to programme development and onsite delivery.
• Connect and liaise with scientific speakers and trainers across the full 1 to 2 year life-cycle of each course or conference
• Be the point of contact for your participants worldwide, starting when they sign up and until they get home after the event.
• Use event management software and databases to handle conference registrations, course applications, abstracts and reviews.
• Monitor event budgets, manage costs, track registration payments and process speaker expenses, making sure everything stays within the financial plan.
• Prepare financial and statistical reports, handle grant allocations and gather information for funders and partners.
• Maintain and add content to event websites, keeping information up to date.
• Coordinate all logistics, from catering and technical setup to transport, travel, and accommodation.
• Plan the non-scientific event content: setting up networking sessions, tours, conference parties with live bands and dinners down-town.
• Work with your marketing team partner to create promotional materials and run campaigns for the events.
• Lead the on-site delivery of your events, coordinating everything to ensure everything runs smoothly, and support your colleagues on shift at theirs.
• Contribute to projects and working groups to keep us innovative in our event operations.
• Develop and maintain strong relationships with internal teams, external partners, and service providers.
• Take care of administrative tasks needed for the role.

There is a need to work some evenings and weekends, taking a share of shifts to deliver the events programme.

You have 

• Experience in event coordination, conference planning, courses, or similar projects, giving you the skills to thrive in EMBL’s busy events program.
• We’re looking for enthusiastic team players who are great at organizing themselves, juggling multiple tasks, and keeping everything running smoothly.
• Strong administrative, coordination, and customer service skills help you communicate effectively and build trust with scientists, customers, and colleagues.
• Full fluency in English is a must.
• Confident using Microsoft Office, especially Outlook and Excel.
• Experience working with databases, content management systems, and registration platforms.
• Quick to pick up new software and systems.
• Excellent time-management skills—you can multitask and stay calm under pressure.
• A natural communicator who’s great at building relationships.
• Sharp attention to detail.
• A degree (especially in an events-related field), other relevant qualifications, or equivalent experience.

You may also have

• We work in English, but some German language skills can be an advantage.

Contract length:

• 3 years, renewable to a maximum of 9 years. With clear progression opportunities within the team.

Salary:

Grade 4 - monthly salary dependent upon experience and training, starting from 3.704 EUR after tax (excl. pension and health insurance contributions)

Additional information

Initial interviews will be virtual and soon after the closing date, likely week commencing 14 June,

Second stage onsite interviews are in Heidelberg around one week later, likely week commencing 21 June

Why join us

EMBL is curiosity-driven, community-oriented and international. As an inclusive, equal opportunity employer, we believe that diversity enables us to collaborate more effectively and be innovative in our approaches. We are, therefore, committed to creating an inclusive and flexible culture - one where everyone can realise their full potential and make a positive contribution to our organisation. 

We encourage applications from individuals who can complement our existing team – we believe that success is built on having teams whose backgrounds and personal experiences reflect the diversity of the populations that our science serves. We actively encourage applications from all genders and cultures, ethnic groups and all demographics to help us avoid perpetuating biases and oversights at this transformational point in our people strategy.

Enjoy lots of benefits:

• Financial incentives: Salary free of income tax, Monthly family, child and non-resident allowances, annual salary review, pension scheme, death benefit, long-term care, accident-at-work and unemployment insurances
• Flexible working arrangements
• Private medical insurance for you and your immediate family (including all prescriptions and generous dental & optical cover)
• Generous time off: 30 days annual leave per year, in addition to public holidays
• Relocation package including installation grant (if applicable)
• Campus life: Free shuttle bus (Heidelberg), library, subsidised on-site cafeteria, casual dress code, extensive sports and social club activities (on campus and remotely)
• Family benefits: Kindergarten (Heidelberg), 10 days of child sick leave, generous paid maternity/parental leave and monthly family & child allowances
• Benefits for international newcomers: Visa exemption, education grant for private schooling, financial support to travel back to your home country every second year and a monthly non-resident allowance.
• For detailed information please visit our employee benefits page here

What else you need to know

• International applicants: We recruit internationally and successful candidates are offered visa exemptions. Visit our International Applicants page, to find out more.
• EMBL is a signatory of DORA. Find out how we apply DORA principles to our recruitment and performance assessment processes here.
• Diversity and inclusion: At EMBL, we believe that diverse teams drive innovation and scientific excellence. We encourage applications from candidates of all genders, identities, nationalities and/or any other diverse backgrounds.
• How to apply: To apply please submit a cover letter and a CV through our online system. Applications will close at 23:59 CET on the date shown. We aim to provide a response within two weeks after the closing date.