Head of Course and Conference Office

Head of Course and Conference Office

EMBL – European Molecular Biology Laboratory

Heidelberg, Germany

Organisation data: External Training
Job Number: HD02614
Contract Type: Staff Member
Contract Duration-Length of Time (years/months): 3 years
Advertised Grade-Grading: 7 or 8 (depending on experience and qualifications (monthly salary starting from 4.9-5.6k EUR after tax + other paid benefits)
Closing date: 14 June 2024

About the team/job

EMBL is Europe’s life sciences laboratory – an intergovernmental organisation with more than 80 independent research groups covering the spectrum of molecular biology. EMBL has around 1,900 members of personnel from over 80 nations based across its six sites.

The EMBL International Centre for Advanced Training (EICAT) coordinates and organises all aspects of internal and external training at EMBL. EICAT External Training is responsible in particular for the EMBL Course and Conference Programme and the Scientific Visitor Programme, as well as for all further aspects related to the training of external scientists and the broader scientific community.

The Course and Conference Office (CCO) at EMBL is a team of 22 events organisers, marketeers and central support staff who operationally fulfil EMBL’s mission to provide exemplary training for the life sciences, making the laboratory the leading learning and meeting place for biologists in Europe. The successful candidate will head the team that delivers EMBL’s world-class programme of courses, conferences, and events at the forefront of molecular biology.

Reporting to the EICAT Head of External Scientific Training, the postholder has responsibility for all operational aspects of the programme: team development and management, direction of events and marketing operations, financial and administrative. The course and conference programme includes ca. 75 scientific courses, conferences, select internal and corporate partner events taking place at the EMBL Advanced Training Centre in Heidelberg and at the other EMBL sites. A large, online audience for the hybrid conferences now complements the ca. 10’000 in-person attendees, the majority of whom travel internationally to the events.

Your role

• Support the EICAT Head of External Scientific Training by taking the lead on operational strategy for, and delivery of the EMBL Course and Conference Programme;
• Collaborate with scientists, fellow members of EICAT’s leadership and other stakeholders on all aspects of the planning, organisation, and hosting of international scientific meetings and advanced scientific training courses;
• Develop the structure, size and working processes of the operational team in alignment with the growth of the Course and Conference Programme;
• Oversee, maintain and develop the professional practices and processes to efficiently deliver the Programme to consistently excellent quality standards, in state of the art formats and with a high-level of service orientation;
• Lead the recruitment, development and management of 20+ full time members of staff;
• Directly lead and supervise five team leads for course and conference organisation, marketing, and finances and sponsorship;
• Directly supervise the CCO’s central support team: the CCO Administrator and the Events Coordinator;
• Coordinate and distribute tasks and allocate resources to projects across the team;
• Initiate and steer working groups and developmental projects to ensure ongoing advancement of the programme and services;
• Procure and manage via contract, all of the external services in the Heidelberg region required to deliver the programme including a network of partner hotels, group and individual transport providers, entertainers, restaurants and function venues etc.;
• Liaison and negotiation for the securing of external venues internationally when required for offsite events;
• Collaboration with internal service partners, maintaining strong working relationships with catering, facilities management, audio-visual services, transport, health and safety office etc. Ensure quality and value for the participants;
• Oversee the securing and application management within the team of the range of specialist software and digital services required for the production of the events, notably CRMs and events management software, payment gateways, project management and marketing tools;
• Direct and supervise the ongoing development of technology and platform design for virtual and hybrid conferences and courses;
• Financial management of the annual EMBL Course and Conference Programme and of the office operation, balancing income and expenditure to meet budget: benchmarking and forecasting, securing the income streams, overseeing grant application rounds, sponsorship acquisition, cost control and reporting;
• Support the EICAT Head of External Scientific Training in all operational aspects of the scientific programme development (e.g. support for operation of scientific committees, programme scheduling etc.);
• Responsible for ensuring a comprehensive events marketing strategy is in place for the EMBL Course and Conference Programme;
• Oversight of the digital and offline marketing channels, ensuring quality, effectiveness and efficiency;
• Ensure the implementation of processes for the metrics, analytics, feedback, statistics and reporting to inform decision making and direction of the programme;
• Personally take on overall project management of certain key events and lead in the coordination of non-standard or new projects as necessary;
• Oversee the professional venue management of the Advanced Training Centre;
• Directly lead the day-to-day operation of the hybrid office maintaining the CCO as an attractive working environment, enabling a high level of productivity through a positive and supportive team working culture and good communication;
• Reflect the value EMBL places on sustainability and inclusivity in the programme delivery, meeting agreed standards and working to continuously improve in both areas.

You have

• University level education;
• A track record of successes in the organisation and marketing of international events programmes;
• Ten or more years of team leadership experience in the events management profession;
• Ten or more years of ‘hands-on’ experience in the organisation of conferences and training courses;
• A good understanding of digital marketing for events and awareness of current tools and channels;
• Financial acumen and prior responsibility for €m budgets with a sound knowledge of budgetary control, basic accounting concepts and financial reporting;
• Excellent command of the English language (both written and spoken), as well as a solid working knowledge of German;
• A high level of computer literacy is required, including:
  • Solid work experience with a commercial event CRM database;
  • Microsoft Office and Google’s suite of web apps;
  • Project management and team communication tools;
  • Content management systems for websites;
  • Work experience with virtual conference and webinar platforms and softwares.

You might also have

• Formal training in events or project management and/or marketing;
• Training in team leadership or people management and associated skills;
• Commercial services management experience in the academic or research sectors;
• Sufficient proficiency in the national languages of other EMBL locations to liaise with local event suppliers, venues and service teams.

The candidate should possess the excellent interpersonal skills and cultural awareness required to succeed in an international setting, paired with a service-oriented attitude, outstanding communication, organisational and leadership skills as well as a high level of attention to detail and accuracy. Last but not least we are looking for a team player with the ability to establish good working relationships, build networks and to support and co-operate with others in the collaborative spirit of the EMBL.

Why join us

The Course and Conference Office team is international, creative and collaborative in character. A warm welcome from a motivated and ambitious team of skilled events professionals awaits the right candidate. From audio-visual through catering to accommodation and facilities management, our key internal service partners are reliable and responsive in-house teams who operate to the highest standards. An events marketing team, administrative support and financial management all sit within the CCO, freeing the events teams to focus on their projects. We enjoy clear scientific leadership and direction at a senior level from our parent unit: EICAT-External Training.

Do something meaningful

At EMBL you can apply your talent and passion for events management to accelerate science and tackle some of humankind’s greatest challenges. EMBL conducts world-class excellent biological research, provides advanced training for students and scientists, and provides state-of-the-art technologies for a wide range of scientific and experimental services.

Join a culture of innovation

This is a highly collaborative and inclusive community where our employees enjoy a relaxed atmosphere. We are located in Heidelberg, a centre of learning and research in Germany with a lively international community. Heidelberg is also a popular tourist destination with its attractive old town and its setting close to the Black Forest and the Rhineland Palatinate.

Enjoy lots of benefits

• Financial incentives: Monthly family, child and non-resident allowances, annual salary review, a pension scheme, death benefit, long-term care, accident-at-work and unemployment insurances;
• Flexible working arrangements;
• Certified training and continued development of your professional and personal skills;
• Private medical insurance for you and your immediate family;
• Generous time off: 30 days annual leave per year;
• Relocation package including installation grant (if required);
• Family benefits: 10 days of child sick leave, generous parental leave and monthly family and child allowances;
• Benefits for international newcomers: Visa exemption, education grant for private schooling, financial support to travel back to your home country every second year and a monthly non-resident allowance.

What else you need to know

• The contract duration is of 3 years, renewable to a maximum of 9 years. With clear progression opportunities within the team;
• International applicants: We recruit internationally and successful candidates are offered visa exemptions;
• The working language of the institute is English, German is considered to be advantageous here;
• Diversity and inclusion: At EMBL, we strongly believe that inclusive and diverse teams benefit from higher levels of innovation and creative thought, therefore we welcome all individuals to apply;
• Job location: This role is based in Heidelberg, Germany. You will be required to relocate if you are based elsewhere and you will receive a generous relocation package to support you;
• How to apply: To apply, please submit a cover letter and a CV through our online system.

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