Training and Conferences Officer

About the role

VIB, a life sciences research institute in Flanders with more than 2,000 scientists and staff, runs a Training & Conferences programme attended by more than 4,000 scientists each year. As a Training and Conferences Officer in the Training & Conferences team, you will help create scientific events and handle end-to-end operational delivery, from planning and preparation through on-site execution and follow-up. You will work closely with a project manager, a marketing officer, the finance team and VIB researchers.

Key responsibilities

• Coordinate the end-to-end organisation of international conferences, summer schools and scientific events.
• Organise logistics such as venue management, registrations, catering and audiovisual services.
• Monitor event timelines, budgets, contracts and administrative processes.
• Ensure a professional, welcoming and high-quality participant experience and act as main contact for participants and suppliers.
• Support on-site delivery and troubleshoot issues when needed.
• Evaluate event outcomes and identify improvements, and contribute to developing the programme, website, processes and tools.
• Stay up to date with event trends and maintain a professional network.

Required profile

• Bachelor's degree in event management, hospitality management or equivalent through experience.
• Strong organisational skills, attention to detail and ability to manage several deadlines and priorities.
• Communication and stakeholder management skills in Dutch and English.
• Customer-focused, proactive and able to work independently within a team.
• Driver's licence B is necessary; experience in event coordination is an asset.
• Early-career professionals and recent graduates are welcome.

Required skills

• Familiarity with event registration systems, CRM tools or project management software is a plus.

What we offer

• Permanent contract (80-100% employment).
• Flexible working hours and hybrid working (up to 2 days per week remote).
• Competitive salary, meal vouchers and bicycle allowance.
• Modern office at VIB Headquarters in Ghent (Zwijnaarde).
• Ongoing learning and development opportunities.

Applications are submitted online with CV and motivation letter and are reviewed on a rolling basis.