Course and Conference Officer

European Molecular Biology Laboratory

Length of contract
3-9 years

About the Organisation

European Molecular Biology Laboratory (EMBL) is one of the world’s leading research organisations dedicated to the life sciences. Established in 1974, EMBL operates as an intergovernmental organisation funded by its member states, with a mission to conduct cutting-edge research, provide advanced training for scientists, and foster collaboration across disciplines. EMBL aims to advance our understanding of life at all levels, from molecules to ecosystems. It strives to drive innovation in molecular biology and related fields, ultimately benefiting society by addressing challenges in health, environment, and technology.

About the role

You'll be part of EMBL’s mission to provide exemplary training 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 and training venue, centred on a large auditorium, wet laboratories, and a computer-based training room, and complete with social spaces designed to foster networking and collaboration. In the events team, you'll have operational responsibility for the end-to-end production of your own assigned conferences, courses, and events.

Responsibilities

• 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 allocation, 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 band, and dinners downtown;
• 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 the administrative tasks needed for the role.

Skills, Competencies, & Experience

• Experience in event coordination, conference planning, courses, or similar projects, giving you the skills to thrive in EMBL’s busy events program;
• 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;
• Natural communicator who’s great at building relationships;
• Sharp attention to detail;
• Work in English, but some German language skills can be an advantage.

Required Qualifications

• Degree (especially in an events-related field), other relevant qualifications, or equivalent experience.

Compensation & Benefits

• 30 days Annual Leave 
• Salary Free of Income Tax, Annual Salary Review
• Child and Non-Resident Allowances
• Pension Scheme, Monthly Family & Death Benefit
• Accident at Work and Unemployment Insurance
• Private Medical Insurance 
• Prescriptions and Generous Dental & Optical Cover
• Public Holidays Relocation Package 
• Kindergarten (Heidelberg), 10 days of child sick leave
• Generous paid maternity/Parental leave
• Monthly family & Child allowances; Visa Exemption, 
• Education grants for private schooling,
• Monthly non-resident allowance

Conditions of employment

• You must have the right to work in the EU

Working locations

• Hybrid model, working in the Heidelberg office and remotely

How to apply

• To apply, please submit a cover letter and a CV through our online system. Application deadline at 23:59 CET
• If you have any questions about our vacancies or the status of your application. Contact us at: [email protected]

Interviews

• Initial interviews will take place virtually soon after the closing date.
• Second-stage onsite interviews are in Heidelberg around one week later.

Policies

• 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.

Return to listing