Event Assistant/Officer

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 efficiently 
  • 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.