The European Molecular Biology Laboratory (EMBL) is hiring two Course and Conference Officersfor its 12 person events team in Heidelberg, Germany. The full-time, hybrid role is a 3-year contract at Grade 4, renewable up to nine years, with a monthly salary from €3,812 after tax. EMBL recruits internationally, and Youth Works Hub reviewed the full vacancy: applications close at 23:59 CET on 03 November 2026.
Two Openings in EMBL's Events Team
EMBL is looking for 2 new additions to its 12 person events team in the Course and Conference Office at EMBL Heidelberg. The new officers become part of EMBL's mission to provide outstanding training events for the life sciences, making Heidelberg the leading meeting place for biologists in Europe.
Working at the Advanced Training Centre (ATC)
The team delivers a world-class programme of international conferences, courses and events at the striking Advanced Training Centre. The ATC is EMBL's purpose-built scientific conference, training and events venue. It is centred on a large auditorium, wet laboratories and computer-based training rooms, and it comes complete with social spaces designed to foster networking and collaboration.
Who EMBL Hopes to Meet
If you have solid experience in event management and could join the team in Heidelberg next spring, EMBL is keen to meet you. A mix of project management and software skills for hybrid online and face-to-face events organisation is ideal.
Offices Above the Venue, With Flexible Work
The team works from offices above the venue, with views over the forest. Work is flexible, both onsite and remote, organised around the needs of the events programme.
Role Snapshot
🏢 Organisation: EMBL, European Molecular Biology Laboratory
💼 Position: Course and Conference Officer
👥 Openings: 2
📍 Location: Heidelberg, Germany
🏠 Remote type: Hybrid
🕘 Time type: Full time
📄 Contract length: 3 years, renewable to a maximum of 9 years
📊 Grade: Grade 4
🪙 Salary: from €3,812 per month after tax
🔖 Job requisition ID: JR4643
End-to-End Ownership of Your Own Events
In the events team you have operational responsibility for the end-to-end production of your own assigned conferences, courses and events, from kick-off meetings to onsite delivery.
Working With Scientific Organisers, Speakers and Participants
🧭 Support and guide the scientific organisers through the organisational stages of each project: kick-off meetings to programme development and onsite delivery.
🗣️ Connect and liaise with scientific speakers and trainers across the full 1 to 2 year life-cycle of each course or conference.
🙋 Be the point of contact for your participants worldwide, starting when they sign up and until they get home after the event.
Registrations, Budgets and Reporting
🗂️ Use event management software and databases to handle conference registrations, course applications, abstracts and reviews.
📈 Monitor event budgets, manage costs, track registration payments and process speaker expenses, making sure everything stays within the financial plan.
🧾 Support grant applications and prepare financial and statistical reports for funders and partners.
🖥️ Maintain and add content to event websites, keeping information up to date.
Logistics, Social Programme and Promotion
🚌 Coordinate all logistics, from catering and technical setup to transport, travel and accommodation.
🎶 Plan the non-scientific event content: setting up networking sessions, tours, conference parties with live bands and dinners down-town.
📣 Work with your marketing team partner to create promotional materials and run campaigns for the events.
Onsite Delivery and Team Contribution
🎯 Lead the on-site delivery of your events, coordinating everything to ensure it runs smoothly, and support your colleagues on shift at theirs.
💡 Contribute to projects and working groups to keep EMBL innovative in its event operations.
🤝 Develop and maintain strong relationships with internal teams, external partners and service providers.
🗃️ Take care of the administrative tasks needed for the role.
Evening and Weekend Shifts
There is a need to work some evenings and weekends, taking a share of shifts to deliver the events programme.
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Experience and Skills EMBL Asks For
🎪 Experience in event coordination, conference planning, courses or similar projects, giving you the skills to thrive in EMBL's busy events programme.
🧩 Enthusiastic team players who are great at organising themselves, juggling multiple tasks and keeping everything running smoothly.
📞 Strong administrative, coordination and customer service skills that help you communicate effectively and build trust with scientists, customers and colleagues.
🇬🇧 Full fluency in English is a must.
📧 Confident using Microsoft Office, especially Outlook and Excel.
💾 Experience working with databases, content management systems and registration platforms.
⚡ Quick to pick up new software and systems.
⏱️ Excellent time-management skills: you can multitask and stay calm under pressure.
💬 A natural communicator who is great at building relationships.
🔍 Sharp attention to detail.
🎓 A degree (especially in an events-related field), other relevant qualifications, or equivalent experience.
Does the Role Require German?
No. The team works in English. Some German language skills can be an advantage, but they are listed as a nice-to-have, not a requirement.
Salary, Grade and Contract
The position is at Grade 4, with a monthly salary dependent upon experience and training, starting from €3,812 after tax. This figure excludes pension and health insurance contributions. The contract runs for 3 years and is renewable to a maximum of 9 years, with clear progression opportunities within the team.
Benefits of Working at EMBL
💶 Financial incentives: salary free of income tax, monthly family, child and non-resident allowances, annual salary review, pension scheme, death benefit, long-term care, accident-at-work and unemployment insurances.
🔀 Flexible working arrangements.
🩺 Private medical insurance for you and your immediate family, including all prescriptions and generous dental and optical cover.
🏖️ Generous time off: 30 days of annual leave per year, in addition to public holidays.
📦 Relocation package, including an installation grant (if applicable).
🏫 Campus life: free shuttle bus (Heidelberg), library, subsidised on-site cafeteria, casual dress code, and extensive sports and social club activities (on campus and remotely).
🧸 Family benefits: kindergarten (Heidelberg), 10 days of child sick leave, generous paid maternity/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.
International Applicants and Visa Exemptions
EMBL recruits internationally, and successful candidates are offered visa exemptions. The organisation encourages applications from candidates of all genders, identities, nationalities and any other diverse backgrounds, believing that diverse teams drive innovation and scientific excellence.
EMBL's Approach to Diversity and Fair Assessment
EMBL describes itself as curiosity-driven, community-oriented and international. As an inclusive, equal opportunity employer, it believes diversity enables more effective collaboration and innovative approaches, and it is committed to an inclusive and flexible culture where everyone can realise their full potential and make a positive contribution.
It encourages applications from individuals who can complement the existing team, believing success is built on teams whose backgrounds and personal experiences reflect the diversity of the populations its science serves. It actively encourages applications from all genders and cultures, ethnic groups and all demographics to avoid perpetuating biases and oversights at this transformational point in its people strategy. EMBL is also a signatory of DORA and applies DORA principles to its recruitment and performance assessment processes.
Application Steps and Interview Dates
📝 Prepare a cover letter and a CV.
💻 Submit both through EMBL's online system.
🕛 Applications close at 23:59 CET on 03 November 2026.
📬 EMBL aims to respond within two weeks after the closing date.
🎥 Initial interviews will be virtual, likely on Monday 23 and Tuesday 24 November 2026.
🏛️ Second stage interviews are onsite in Heidelberg, likely on 2 December 2026.
Browse more roles like this in the jobs listings on Youth Works Hub.
Frequently Asked Questions
What is the salary for the EMBL Course and Conference Officer?
The role is at Grade 4, with a monthly salary dependent upon experience and training, starting from €3,812 after tax. The figure excludes pension and health insurance contributions, and the salary is free of income tax.
How many positions are open?
EMBL is hiring 2 Course and Conference Officers. They will join the 12 person events team in the Course and Conference Office at EMBL Heidelberg.
How long is the contract?
The contract is for 3 years and can be renewed to a maximum of 9 years. EMBL mentions clear progression opportunities within the team.
Is the position remote?
The role is listed as hybrid and full time, based in Heidelberg. The team works flexibly onsite and remotely around the needs of the events programme, and there is a need to work some evenings and weekends.
Do I need to speak German?
No. The team works in English and full fluency in English is a must. Some German language skills can be an advantage.
When would the role start?
EMBL is looking for candidates who could join the team in Heidelberg next spring.
Can international candidates apply?
Yes. EMBL recruits internationally and successful candidates are offered visa exemptions. Benefits for international newcomers include a monthly non-resident allowance and support to travel home every second year.
What does the selection process look like?
You submit a cover letter and a CV through EMBL's online system by 23:59 CET on 03 November 2026. Initial interviews are virtual, likely on 23 and 24 November 2026, and second stage onsite interviews in Heidelberg are likely on 2 December 2026.
Deadline
⏳ 03 November 2026
Links
🔗 Apply: https://embl.wd103.myworkdayjobs.com/en-US/EMBL/job/Course-and-Conference-Officer_JR4643
🏟️ Course and Conference Office: https://www.embl.org/about/info/course-and-conference-office/
🎁 Employee benefits: http://www.embl.org/jobs/work-at-embl/benefits/
🌐 International applicants: http://www.embl.org/jobs/work-at-embl/international-applicants/
📑 DORA principles at EMBL: http://www.embl.org/about/research-assessment/
