Training and Conferences Officer

VIB; Oost-Vlaanderen; Sur place; EUR 42 000 - 60 000; Plein temps

Avantages offerts par ce poste

Meal vouchers

Bicycle allowance

Hybrid working (up to 2 days remote)

Résumé du poste

VIB is seeking a Training and Conferences Officer to deliver end-to-end operational planning for international conferences, summer schools, and events. You will coordinate logistics, manage registrations, venues, catering, and AV, while collaborating with a project manager, marketing, finance, and researchers.

The role requires a Bachelor's in event management or related field, exceptional organization, and strong Dutch/English communication.

Qualifications

• Bachelor's degree in event management, hospitality management, or equivalent through experience.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple deadlines and priorities simultaneously.
• Strong communication and stakeholder management skills (in Dutch and English).
• Service-minded and customer-focused approach.
• Proactive, hands-on, and solution-oriented mindset.
• Ability to work independently while collaborating within a team.
• Adaptability and resilience in a fast-paced environment; international experience is a plus.
• Familiarity with event registration systems, CRM tools, or project management software is a plus.
• Driver’s license B is necessary.

Responsabilités

• Coordinate end-to-end operational organization of international conferences, summer schools, and events.
• Organize logistics including venue, registrations, catering, and audiovisual services.
• Monitor timelines, budgets, contracts, and administrative processes.
• Ensure a professional, welcoming participant experience.
• Serve as primary contact for participants, suppliers, and stakeholders.
• Support on-site event delivery and troubleshoot issues.
• Evaluate event outcomes and identify process improvements.
• Contribute to Training & Conferences program, website, processes, and tools.
• Stay ahead of trends in events and maintain a professional network.

Connaissances

Organizational skills

Communication

Multitasking

Dutch & English

Customer-focused

Proactive problem solving

Independent yet collaborative

Adaptability

Driver’s license B

Formation

Bachelor's degree in event management or hospitality management or equivalent

Outils

Event registration systems

CRM tools

Project management software

Description du poste

At VIB, science changes lives. Every year, more than 4000 scientists from across the world attend our internationally renowned conferences, summer schools, and training activities.

About Us

VIB is a world-renowned life sciences research institute in Flanders, Belgium. With more than 2,000 scientists and staff across Ghent, Leuven, Antwerp and Brussels, we conduct pioneering research in molecular biology and biotechnology. By connecting scientific talent, cutting-edge technology and entrepreneurial thinking, we translate scientific discoveries into innovations that benefit people and the planet.

Through our Training & Conferences program, VIB further fosters knowledge-sharing, delivering a range of high-quality trainings, conferences, summer schools and personal development initiatives, tailored to the needs of scientists across the globe.

About The Role

As a Training and Conferences Officer within the Training & Conferences team, you will help create exceptional scientific events that reflect VIB's commitment to excellence and international impact.

You will be responsible for end-to-end operational delivery, coordinating all practical event aspects; from planning and preparation through to on-site execution and follow-up. You will work in close collaboration with a dedicated project manager, who oversees the content development and overall coordination of the conference series program, a marketing officer, the finance team and VIB researchers.

Key responsibilities

• Coordinate the end-to-end operational organization of international conferences, summer schools and scientific events.
• Organize all logistics including venue management, registrations, catering, and audiovisual services.
• Monitor event timelines, budgets, contracts, and administrative processes.
• Ensure a professional, welcoming and high-quality participant experience.
• Act as the primary contact for participants, suppliers, and other stakeholders.
• Support on-site event delivery and troubleshoot issues when needed.
• Evaluate event outcomes and identify opportunities to improve processes and services.
• Actively contribute to team projects and the further development of the Training & Conferences program, website, processes and tools.
• Stay ahead of trends in the event field, maintaining a strong professional network and bringing innovative learning solutions to VIB.

Your profile

• Bachelor's degree in event management, hospitality management, or equivalent through experience
• Excellent organizational skills and attention to detail
• Ability to manage multiple deadlines and priorities simultaneously
• Strong communication and stakeholder management skills (in Dutch and English)
• Service-minded and customer-focused approach
• Proactive, hands-on, and solution-oriented mindset
• Ability to work independently while collaborating effectively within a team
• Adaptability and resilience in a fast-paced environment. Experience working in an international environment is an asset
• Familiarity with event registration systems, CRM tools, or project management software is a plus
• Driver’s license B is necessary

Experience in event coordination is an asset, but we also welcome applications from early-career professionals and recent graduates who demonstrate strong motivation and potential.

Our offer

• A meaningful role in an international research environment at the intersection of science, event management, and education
• A permanent contract (80–100% employment)
• Flexible working hours and hybrid working (up-to 2 days per week remote)
• A competitive salary and attractive benefits package, including meal vouchers and bicycle allowance
• A modern office based at VIB Headquarters in Ghent (Zwijnaarde)
• Ongoing learning and professional development opportunities
• The chance to work alongside leading scientists and contribute to the global scientific community

Questions?

Feel free to contact Evy Vierstraete at [e-mail]. We're happy to help!

• https://vib.be
• https://www.vibtrainingandconferences.be
• Listen to our podcast 'Called to Science'
• Follow us on LinkedIn.