Conference Officer

 European Molecular Biology Laboratory -Heidelberg Course and Conference Office

Location: Heidelberg, Germany
Staff Category: Staff Member
Contract Duration: 3 years
Grading: 4, 5 or 6, depending on experience and qualifications
Closing Date: 11 May 2014
Reference Number: HD_00478

Job DescriptionThe European Molecular Biology Laboratory (EMBL) is one of the highest ranked scientific research organisations in the world. The Headquarters Laboratory is located in Heidelberg (Germany), with additional sites in Grenoble (France), Hamburg (Germany), Hinxton (UK) and Monterotondo (Italy).

The candidate appointed will join the Heidelberg Course and Conference Office to coordinate the logistical organisation of international scientific conferences, workshops and courses of various sizes, held at EMBL.

The main tasks include overall project management of each event:

• Project planning and overall coordination of events in partnership with scientific organiser
• Budget management
• Organisation of event logistics (accommodation, catering, transportation, set up and break down) including onsite management of events in Heidelberg
• Maintenance of events web site
• Administration of online registrations, payment and abstracts
• Support with marketing campaigns

Additional tasks include acting as the CCO software coordinator: First level support for Event Business Management Software, reporting and solving bugs, coordinating and testing upgrades and training new staff.

Duties will also include some evening and weekend work.

Qualifications and Experience 
The candidate appointed should have a university degree or equivalent and 2-3 years' event management experience. Direct experience in coordinating the logistical organisation of international scientific courses and conferences would be an advantage. The candidate should have a flair for organisation, excellent attention to detail, very good time-management skills, ability cope with large work loads and manage different projects simultaneously and be a creative self starter.

High level of computer literacy is essential:

• 2 years' experience working with a commercial event CRM database is required.
• In-depth knowledge of the event management software EBMS would be an advantage.
• Advanced Microsoft Office Skills and web site familiarity (some html knowledge).

Fluency in English is essential, as well as basic good working knowledge of German.

Application Instructions 
Please apply online through the Apply button below.

Additional Information
EMBL is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international research organisation.

Please note that appointments on fixed term contracts can be renewed, depending on circumstances at the time of the review.