Events Officer - VIB Training & Conferences

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 an Events Officer within the VIB Training & Conferences team, you will play a key role in making these events a success. This is a hands-on role ideally suited for early-career professionals looking to kick-start their career in an entrepreneurial and innovative environment.

About us

VIB is a world-renowned life sciences research institute in Flanders, Belgium. With more than 2,000 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 Events Officer within the Training & Conferences team, you will help create exceptional scientific events that reflect VIB's 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

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

• Bachelor's degree in event management, hospitality management, or equivalent through experience
• 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
• 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
• Driver’s license B is necessary

Our offer

• This position is ideal for early-career professionals looking to gain hands-on experience in event management
• A meaningful role in an international research environment at the intersection of science, event management, and education
• A permanent contract (80–100% 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