Shape the future of scientific exchange by managing high-level international conferences and training events at a leading life sciences institution. As a Course and Conference Officer, you’ll oversee the full lifecycle of scientific gatherings—from initial planning to on-site execution—ensuring seamless experiences for researchers and participants worldwide.
What You’ll Do
- Lead end-to-end coordination of scientific conferences and training courses, managing timelines, logistics, and stakeholder engagement across 1–2 year cycles
- Act as the primary contact for speakers, organisers, and participants, guiding them through registration, programme development, and event delivery
- Manage event budgets, track payments, process expenses, and prepare financial reports to ensure alignment with approved plans
- Update and maintain event websites, abstract systems, and registration platforms using content management and database tools
- Coordinate on-site arrangements including technical setups, catering, travel, accommodation, and networking activities
- Collaborate with marketing colleagues to support event promotion and audience outreach
- Deliver events on location, including occasional evenings and weekends, as part of a shared shift schedule
- Contribute to process improvements and innovation initiatives within the events team
What We’re Looking For
- Proven experience in event or conference coordination, with strong organisational and administrative abilities
- Excellent communication skills and the ability to build trusted relationships with scientists and external partners
- Fluency in English and comfort working in an international, multicultural environment
- Proficiency in Microsoft Office, particularly Excel and Outlook, and experience with databases and registration systems
- Ability to manage multiple projects under pressure, with close attention to detail and deadlines
- A relevant degree or equivalent professional experience in event management or a related field
- Basic German language skills are beneficial but not required
Our Environment
Work in a curiosity-driven, inclusive setting that values diversity and innovation. The role is based in Heidelberg with a hybrid model, allowing flexibility between on-site and remote work in line with event schedules. The organisation supports a balanced, family-friendly workplace with comprehensive benefits and a commitment to equal opportunity.
