Medior Project Coordinator

Academic-Medical-Education; Zwolle; On-site; EUR 40,000 - 55,000; Full time

Job summary

Academic Medical Education is seeking a proactive Medior Project Coordinator to join our Project Team, helping us bring impactful scientific meetings and educational programs to life.

You will support the Project Manager, manage a portfolio of events end-to-end, coordinate suppliers and faculty, and ensure budgets, logistics and timelines are met. Occasional travel for on-site delivery is expected.

Qualifications

• Bachelor's or Master's degree (or equivalent)
• Proven experience in managing projects and events
• Commercial awareness and good business acumen
• Near-native English (spoken and written); Dutch preferred
• Excellent communicator and stakeholder manager
• Strong numerical skills with budgets and financial data
• Solid IT skills with WordPress and InDesign a plus
• Flexible and proactive with a can-do attitude

Responsibilities

• Own the delivery of your projects and meet annual targets
• Independently manage a varied portfolio including large events (>300 participants)
• Coordinate internal teams and external suppliers (venues, AV, printers, catering)
• Lead venue/hotel processes: outreach, budgeting, F&B, setup, accommodation
• Manage faculty logistics: agreements, COI, registrations, reimbursements, honoraria
• Maintain financial ownership: invoicing, budgets, prepayments, close-out within 8 weeks
• Develop and manage event portals and platforms (registration, scholarships)
• Meet all milestones and deadlines for project prep and financial management

Skills

Project management

Event coordination

Budgeting

Stakeholder management

English proficiency

Dutch language

Communication skills

MS Office

Education

Bachelor's or Master's degree

Tools

WordPress

Adobe InDesign

Microsoft Office

Job description

We are a professional conference organiser and medical education provider specialising in infectious diseases, delivering high-quality programs worldwide. We are looking for a proactive, organized and energetic Medior Project Coordinator to join our Project Team and help bring impactful scientific meetings and educational programs to life.

About the Role

As a Medior Project Coordinator you will support the Project Manager and take day-to-day responsibility for the successful delivery of a portfolio of events. You will manage projects end-to-end, coordinate suppliers and faculty, and ensure budgets, logistics and timelines are met - all while contributing to an open, collaborative team that delivers international medical education.

This role requires occasional travel for event execution and on-site project delivery. Travel may be required approximately four times per year, depending on project needs and event schedules.

What you will do

• Own the delivery of your projects and reach annual logistical and participation targets for your portfolio.
• Independently manage a varied portfolio; ~40% of your workload will be new, complex or larger projects (including events with >300 participants).
• Coordinate and engage internal support teams and external suppliers efficiently (venues, AV, printers, hosts, catering, print work etc.).
• Lead venue and hotel processes: outreach, negotiation of rates within budget, F&B, room set-up and accommodation.
• Manage faculty logistics: agreements, profiles, COI, permissions, registrations, travel reimbursements, honoraria and recordings.
• Maintain financial ownership of your projects: handle invoicing, update budgets, ensure prepayments and invoice processing are completed so projects can be closed within 8 weeks after event dates.
• Develop and manage event portals and platforms (registration, scholarships, virtual conference portals).
• Meet all milestones and deadlines for project preparation and financial management.

Who you are - skills & experience

• Bachelor's or Master's degree (or equivalent experience) with an academic way of thinking.
• Proven experience or strong affinity with managing projects and events.
• Commercial awareness and good business acumen.
• Near-native command of English (spoken and written); Dutch is preferred. Additional languages (e.g., Spanish, Portuguese, Russian) are a plus.
• Excellent communicator and stakeholder manager; comfortable switching between high-level planning and detailed execution.
• Strong numerical skills and comfortable working with budgets and financial data.
• Solid IT skills - Microsoft Office required; experience with WordPress and Adobe InDesign is a plus.
• Willingness to learn and take on a variety of tasks.
• Professional appearance and a strong work ethic.
• Positive, optimistic and with a good sense of humour.
• Ambitious, energetic and eager to contribute.
• Strong sense of ownership and responsibility; performs well under pressure.
• Creative, solutions-focused, honest and reliable.
• Flexible mindset - prepared to go beyond a strict 9-5 schedule when needed

How you will work with us

You will report to the Project Manager and are expected to take initiative to handle project tasks independently. Collaboration is key: you will support colleagues and act as both a contributor and a reliable backup for other Project Coordinators and Project Managers to ensure continuity across the team.