Training and Conferences Officer

At VIB science changes lives. Every year more than 4000 scientists from across the world attend our internationally renowned conferences summer schools and training activities.

As a Training and Conferences Officer you will play a key role in making these events a success.

About us

VIB is a world-renowned life sciences research institute in Flanders Belgium. With more than 2000 scientists and staff across Ghent Leuven Antwerp and Brussels we conduct pioneering research in molecular biology and biotechnology. By connecting scientific talent cutting-edge technology and entrepreneurial thinking we translate scientific discoveries into innovations that benefit people and the planet.

Through our Training & Conferences program VIB further fosters knowledge-sharing delivering a range of high-quality trainings conferences summer schools and personal development initiatives tailored to the needs of scientists across the globe.

About the role

As a Training and Conferences Officer within the Training & Conferences team you will help create exceptional scientific events that reflect VIBs commitment to excellence and international impact.

You will be responsible for end-to-end operational delivery coordinating all practical event aspects; from planning and preparation through to on-site execution and follow-up. You will work in close collaboration with a dedicated project manager who oversees the content development and overall coordination of the conference series program a marketing officer the finance team and VIB researchers.

Key responsibilities

As Training and Conferences Officer you will:

• Coordinate the end-to-end operational organization of international conferences summer schools and scientific events.
• Organize all logistics including venue management registrations catering and audiovisual services.
• Monitor event timelines budgets contracts and administrative processes.
• Ensure a professional welcoming and high-quality participant experience.
• Act as the primary contact for participants suppliers and other stakeholders.
• Support on-site event delivery and troubleshoot issues when needed.
• Evaluate event outcomes and identify opportunities to improve processes and services.
• Actively contribute to team projects and the further development of the Training & Conferences program website processes and tools.
• Stay ahead of trends in the event field maintaining a strong professional network and bringing innovative learning solutions to VIB.

Your profile

• Bachelors degree in event management hospitality management or equivalent through experience
• Excellent organizational skills and attention to detail
• Ability to manage multiple deadlines and priorities simultaneously
• Strong communication and stakeholder management skills (in Dutch and English)
• Service-minded and customer-focused approach
• Proactive hands-on and solution-oriented mindset
• Ability to work independently while collaborating effectively within a team
• Adaptability and resilience in a fast-paced environment. Experience working in an international environment is an asset
• Familiarity with event registration systems CRM tools or project management software is a plus
• Drivers license B is necessary

Experience in event coordination is an asset but we also welcome applications from early-career professionals and recent graduates who demonstrate strong motivation and potential.

Our offer

• A meaningful role in an international research environment at the intersection of science event management and education
• A permanent contract (80100% employment)
• Flexible working hours and hybrid working (up to 2 days per week remote)
• A competitive salary and attractive benefits package including meal vouchers and bicycle allowance
• A modern office based at VIB Headquarters in Ghent (Zwijnaarde)
• Ongoing learning and professional development opportunities
• The chance to work alongside leading scientists and contribute to the global scientific community

How to apply

Interested We invite you to apply via the VIB online career portal ( with your CV and motivation letter.

Applications will be reviewed on a rolling basis until a suitable candidate has been identified.

Questions Feel free to contact Evy Vierstraete at . Were happy to help!

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Employment Type : Full Time
Experience: years
Vacancy: 1