Events Assistant – Heidelberg

BioMed X GmbH; Heidelberg; On-site; EUR 30,000 - 40,000; Full time

Benefits offered by this job

Flexible working hours

Complimentary beverages and snacks

Opportunities for professional growth

Job summary

A leading biomedical research institute in Heidelberg is seeking an Events Assistant to support the planning and execution of various events and boot camps. The ideal candidate is highly organized, detail-oriented, and enthusiastic about creating seamless event experiences. Responsibilities include coordinating logistics, preparing meeting spaces, and collaborating with internal teams. Flexible working hours and a dynamic team culture are part of the offer. Interested candidates should send their CV and cover letter including salary expectations.

Qualifications

• Relevant experience in event management or hospitality preferred.
• Able to manage multiple tasks effectively.
• Previous experience supporting events is preferred.

Responsibilities

• Support organization of events and boot camps.
• Prepare meeting spaces and logistics for events.
• Coordinate setup for seminar meetings.

Skills

Organizational skills

Time-management skills

Communication skills (English)

Microsoft Office proficiency

Detail-oriented

Education

Ausbildung in Event Management or Hospitality

Job description

As the Events Assistant at BioMed X, you will play a vital role in supporting the planning, coordination, and execution of a wide range of events and boot camps. This hands‑on position is ideal for someone who is highly organized, detail‑oriented, and enthusiastic about delivering seamless and engaging experiences. You will collaborate closely with the Head of Events to ensure all activities are executed efficiently and embody the innovative and collaborative culture of BioMed X. Please note that on‑site presence in Heidelberg is required for this role, though flexible home office arrangements are possible when event schedules allow.

Your Responsibilities:

• Support the organization of BioMed X boot camps by coordinating candidate travel arrangements, creating SharePoint event sites, preparing documentation, and managing logistical materials; provide on‑site assistance as needed, which may involve occasional travel within Europe and to the Untied States
• Prepare and maintain meeting spaces for internal meetings, ensuring all necessary materials, refreshments, and technical setups are in place as required
• Coordinate the setup and technical support for our weekly global seminar series meetings (held on Wednesdays)
• Provide operational support for internal events, including the annual retreat, Christmas celebration, and summer party
• Distribute internal communications and calendar invitations related to upcoming events
• Collaborate closely with various internal teams (e.g., Marketing & Communications, IT, and Research Groups) to align on event needs, ensure smooth coordination, and contribute to the overall success of each event
• Willingness and ability to support events on‑site when required

Core Competencies:

• Relevant professional experience or an Ausbildung in Event Management, Hospitality, or a related field is a plus
• Strong organizational and time‑management skills
• Strong written and verbal communication skills in English
• Basic proficiency with Microsoft Office (Teams, PowerPoint, Excel, Outlook, and SharePoint)
• Flexible and adaptable in a fast‑paced environment, with a collaborative mindset and the ability to work effectively within a diverse, international team
• Detail‑oriented with the ability to manage multiple tasks in parallel
• Able to work effectively within defined budgets
• Previous experience supporting events is preferred

What you can look forward to:

• Being part of a collaborative and international diverse work environment that values creativity and teamwork
• A dynamic role supporting meaningful scientific events and programs within a leading biomedical research institute
• Opportunities for professional growth in event planning and operations
• Flexible working hours with the option of remote work, depending on event schedules
• A supportive and welcoming team culture, with regular internal events and opportunities to connect with colleagues
• Complimentary beverages and snacks available onsite

How to Apply:

Please submit your CV and cover letter to [e-mail] . Kindly include your earliest available starting date and your salary expectations in your application.

At BioMed X Institute, we value diversity and believe it is the key to innovation. We are committed to providing equal opportunities in employment for all employees and applicants, regardless of race, color, religion, ideology, sex, sexual orientation, age, gender identity, gender expression, national origin, or disability.