Course and Conference Officer

European Molecular Biology Laboratory (EMBL); Heidelberg; Hybrid; EUR 39,000 - 46,000; Full time

Benefits offered by this job

Flexible working arrangements

Private medical insurance

30 days annual leave

Relocation package

Job summary

EMBL Heidelberg is seeking two events professionals for the Course and Conference Office. You will manage end-to-end production of conferences and courses, coordinate with scientists, speakers and participants, and lead onsite delivery.

The role blends project management with hybrid online/face-to-face events, situating you in a busy, international environment. We value experienced coordinators, strong admin skills, and the ability to work evenings/weekends.

Qualifications

• Experience in event coordination, conference planning, courses, or similar projects.
• Excellent organizational and multitasking abilities.
• Strong administrative, coordination, and customer-service skills.

Responsibilities

• Lead end-to-end production of assigned conferences, courses and events.
• Guide scientific organisers through project stages from kick-off to onsite delivery.
• Coordinate with speakers and trainers across the full 1–2 year life-cycle.
• Be the main contact for participants worldwide from signup to return home.
• Use event management software to handle registrations, abstracts and reviews.
• Monitor budgets, costs, and speaker expenses within the financial plan.
• Support grant applications and prepare reports for funders and partners.
• Maintain and update event websites with current information.
• Coordinate logistics: catering, tech setup, transport, travel, accommodation.
• Plan non-scientific content: networking sessions, tours, parties.
• Collaborate with marketing to create promotional materials and campaigns.
• Lead on-site delivery and support shifts.
• Contribute to projects and working groups to stay innovative.
• Develop strong relationships with internal teams and external partners.
• Handle administrative tasks for the role.

Skills

Event coordination

Conference planning

Project management

English fluency

Microsoft Office

Databases

Registration platforms

CMS / Content Management Systems

Time management

Education

Events-related degree or equivalent experience

Tools

Databases

Registration platforms

CMS

Job description

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 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 training and events venue, centred on a large auditorium, wet laboratories and computer-based training rooms and complete with social spaces designed to foster networking and collaboration.

If you have solid experience in event management and could join us in Heidelberg next spring, we're keen to meet you. A mix of project management and software skills for hybrid online / face-to-face events organisation is ideal. Our team work from offices above the venue, with views over the forest. We work flexibly onsite and remotely, around the needs of the events programme.

Your role

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.

You have

• Experience in event coordination, conference planning, courses, or similar projects, giving you the skills to thrive in EMBL’s busy events program.
• We’re looking for 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.
• 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.

You may also have

• We work in English, but some German language skills can be an advantage.

Contract length:

• 3 years, renewable to a maximum of 9 years. With clear progression opportunities within the team.

Salary:

Grade 4 - monthly salary dependent upon experience and training, starting from 3.812 EUR after tax (excl. pension and health insurance contributions).

Additional information

Initial interviews will be virtual, likely Monday 23 and Tuesday 24 November 2026.

Second stage onsite interviews are in Heidelberg, likely 2 December 2026.

Why join us

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.

We encourage applications from individuals who can complement our existing team – we believe that success is built on having teams whose backgrounds and personal experiences reflect the diversity of the populations that our science serves. We actively encourage applications from all genders and cultures, ethnic groups and all demographics to help us avoid perpetuating biases and oversights at this transformational point in our people strategy.

Enjoy lots of benefits:

• Financial incentives:Salary free of income tax, Monthly family, child and non-resident allowances, annual salary review, pension scheme, death benefit, long-term care, accident-at-work and unemployment insurances
• Flexible working arrangements
• Private medical insurancefor you and your immediate family (including all prescriptions and generous dental & optical cover)
• Generous time off:30 days annual leave per year, in addition to public holidays
• Relocation packageincluding installation grant (if applicable)
• Campus life:Free shuttle bus (Heidelberg), library, subsidised on-site cafeteria, casual dress code, extensive sports and social club activities (on campus and remotely)
• Family benefits: Kindergarten (Heidelberg), 10 days of child sick leave, generous paid maternity/parental leave and monthly family & child allowances
• Benefits for international newcomers:Visa exemption, education grant for private schooling, financial support to travel back to your home country every second year and a monthly non-resident allowance.
• For detailed information please visit our employee benefits page here

What else you need to know

• International applicants: We recruit internationally and successful candidates are offered visa exemptions. Visit our International Applicants page, to find out more.

• EMBL is a signatory of DORA. Find out how we apply DORA principles to our recruitment and performance assessment processes here.

• Diversity and inclusion: At EMBL, we believe that diverse teams drive innovation and scientific excellence. We encourage applications from candidates of all genders, identities, nationalities and/or any other diverse backgrounds.

Closing Date

03/11/2026

From €3,812 after tax (excl. pension and health insurance contributions); Grade 4