Events Officer - Training & Conferences

About the role

VIB, a life sciences research institute in Flanders, Belgium, runs a Training & Conferences programme attended by more than 4,000 scientists each year. As an Events Officer in the VIB 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. The role suits early-career professionals and recent graduates.

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.

Required profile

• Bachelor's degree in event management, hospitality management or equivalent through experience.
• Experience in event coordination is an asset; early-career professionals and recent graduates are welcome.
• Strong organisational skills, attention to detail and ability to manage several deadlines and priorities.
• Communication and stakeholder management skills in Dutch and English.
• Service-minded, proactive, able to work independently and adapt to a fast pace; international experience is an asset.
• Driver's licence category B is necessary.

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 two days per week remotely.
• Competitive salary, meal vouchers and bicycle allowance.
• Modern office at VIB Headquarters in Ghent (Zwijnaarde) and ongoing professional development.

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