Course and Conference Officer

Kurz zusammengefasst

The Course and Conference Officer will join EMBL's 12‑person events team in the Course and Conference Office, based at the Advanced Training Centre in Heidelberg. EMBL delivers a leading European programme of scientific conferences, courses and training events for life‑science researchers, using a purpose‑built venue that combines a large auditorium, wet labs, computer‑based training rooms and social spaces. In this role you will own the end‑to‑end production of assigned conferences, courses and events. You will guide scientific organisers from kick‑off through programme development to on‑site delivery, act as the main contact for participants worldwide, and manage registrations, abstracts and reviews via event‑management software. Budget monitoring, cost control, speaker expense processing and financial reporting for funders are also part of the remit, as is maintaining event websites and coordinating logistics such as catering, technical setup, travel and accommodation. You will work with the marketing partner on promotional material, lead on‑site delivery, support colleagues on shift, and contribute to innovation projects and working groups. The position requires solid experience in event coordination, conference planning or similar projects, together with strong administrative, coordination and customer‑service abilities. Full fluency in English is essential, and you must be confident using Microsoft Outlook and Excel, as well as databases, content‑management systems and registration platforms. A relevant university degree or equivalent experience is required, and you should demonstrate excellent time‑management, attention to detail and relationship‑building skills. The contract is for three years, renewable up to nine, with a Grade 4 salary starting at €3 812 net per month and a range of benefits including tax‑free salary, family allowances, pension, private medical cover and generous leave. The team works flexibly both onsite and remotely, with occasional evenings and weekend shifts to support the events programme. While the working language is English, German language skills are considered an advantage. The role offers clear progression opportunities, a supportive international community, and a vibrant campus life with shuttle service, subsidised cafeteria, sports and social clubs, and a casual dress code. What the role asks for: - Experience in event coordination, conference or course planning - Full fluency in English (written and spoken) - Proficiency with Microsoft Outlook and Excel - Experience with databases, CMS and registration platforms - Degree in events‑related field or equivalent experience - Strong time‑management and multitasking abilities - Excellent attention to detail - German language skills (nice‑to‑have)