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    Head of Course and Conference Office - Heidelberg, Deutschland - Embl-Ebi

    Embl-Ebi
    Embl-Ebi Heidelberg, Deutschland

    vor 1 Woche

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    Beschreibung

    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.

    Closing date: 14 June 2024

  • Contract duration: 3 years
  • Grading: 7 or 8 (depending on experience and qualifications (monthly salary starting from k EUR after tax + other paid benefits)
  • Reference number: HD02614

    • Related

    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.

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