Course and Conference Officer

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.

• 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.
• Support grant applications, prepare financial and statistical reports 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.

• Experience in event coordination, conference planning, courses, or similar projects, giving you the skills to thrive in EMBL’s busy events program.
• 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.
• We work in English, but some German language skills can be an advantage.