Course and Conference Officer
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- Grade
- Not specified
- Contract
- See official notice
- Published salary
- €3,812/mo
- Deadline
- November 3, 2026 at 11:59 PM · Europe/Berlin
- Location
- Heidelberg, Germany
Radar brief
This role gives you operational responsibility for the end-to-end production of assigned conferences, courses and events at EMBL Heidelberg, from supporting scientific organisers and liaising with speakers to coordinating logistics and leading onsite delivery. The strongest stated requirement is solid experience in event coordination, conference planning, courses or similar projects.
This role supports EMBL's mission to provide outstanding training events for the life sciences and to be the leading meeting place for biologists in Europe.
What you would do
- Have operational responsibility for the end-to-end production of assigned conferences, courses and events.
- Support and guide scientific organisers through organisational stages from 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 participants worldwide from sign-up 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 within the financial plan.
- Support grant applications and prepare financial and statistical reports for funders and partners.
- Maintain and add content to event websites.
Eligibility snapshot
Must have
- Experience in event coordination, conference planning, courses, or similar projects.
- Enthusiastic team player who is great at organising themselves, juggling multiple tasks, and keeping everything running smoothly.
- Strong administrative, coordination, and customer service skills to communicate effectively and build trust with scientists, customers, and colleagues.
- Full fluency in English.
- 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, able to multitask and stay calm under pressure.
Advantageous
- Some German language skills can be an advantage.
Contract and workplace context
The team works flexibly onsite and remotely, around the needs of the events programme
Application toolkit
Documents
- Cover letter.
- CV.
- 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 below.
- We aim to provide a response within two weeks after the closing date.
Selection steps
- Initial interviews will be virtual, likely Monday 23 and Tuesday 24 November 2026.
- Second stage onsite interviews are in Heidelberg, likely 2 December 2026.
- Applications close at 23:59 CET on the date shown.
- Response aimed within two weeks after the closing date.
Source notice
From € 3.812 per month net We're hiring! Looking for 2 new additions to be part of 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…
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Last synchronized Oct 13, 2026, 4:32 AM from EuroBrussels. Always confirm eligibility and deadline with the hiring organisation.
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