ABOUT VIB:

VIB is an entrepreneurial, non-profit research institute in life sciences, closely affiliated with five universities in Flanders. Our mission is to conduct groundbreaking strategic research that offers real-world solutions to citizens, patients, and farmers. Beyond research, VIB is dedicated to fostering knowledge-sharing through the Training & Conferences Program, offering a range of training, conferences, and personal development opportunities tailored to the needs of the scientific community.

ABOUT THE VIB TRAINING & CONFERENCES PROGRAM:

The VIB Training & Conferences Program delivers high-quality, fully integrated training and personal development initiatives. Our offerings include modular training events, e-learning courses, specialized workshops, summer schools, international conferences, and customized development opportunities aimed at nurturing the skills of scientists across the globe.

POSITION OVERVIEW:

As an event assistant (officer), you will manage the full organization of summer schools and workshops from start to finish. Your role is key in ensuring that VIB delivers well-organized training activities, allowing trainers to focus on the content of their sessions without worrying about logistical details. This position contributes to the overall strategy of VIB to offer a platform where VIB scientists at all stages of their careers can learn, connect and improve their skills.

KEY RESPONSIBILITIES:

Organization

• Overseeing the preparation, logistics, and execution of workshops and summer schools;


• Coordinating with venues, caterers, and audiovisual providers;


• Coordination with the trainers and other parties (such as VIB data core);


• Handling on-site coordination for training activities at the different VIB locations;


• Evaluation: monitoring and ensuring the quality of each event.

External and internal relations and helpdesk

• Handling all questions of (potential) participants (online and onsite);


• Maintain professional contacts with participants, speakers and trainers, exhibitors;


• Website and e-learning platform: adding and updating content to the different platforms the team is using;


• Budget: Managing and tracking the budget for each event;


• Support in the execution of promotional activities.

QUALIFICATIONS:

Education

• Bachelor’s degree in event management or related field.

Technical & Scientific Expertise

• Experience in event and project management;


• Advanced knowledge of Office 365 (Word, Excel, Outlook);


• You are familiar with email marketing tools;


• Experience with Adobe Photoshop, Illustrator & Indesign;


• Driver’s license B.

Skills & Attributes

• Strong organizational skills with the ability to manage projects efficientls;


• An eye for detail and accurate working methods;


• Team player who can also work autonomously;


• Diplomatic and mature, maintaining professionalism under pressure;


• Hands-on and accurate;


• Strong communication skills, both written and spoken.

HOW TO APPLY:

Interested candidates are encouraged to apply online. For more information, please reach out to Evy Vierstraete, evy.vierstraete@vib.be.