Academic Events Officer

1 - Working at the VUB

Do you have a talent for organizing and want to contribute to exciting research events? Then we have the perfect challenge for you at the Brussels School of Governance (BSoG) of the Vrije Universiteit Brussel (VUB)!

 

For over 50 years, the Vrije Universiteit Brussel has stood for freedom, equality, and connectedness, which is strongly present on our campuses among both students and staff. At the VUB, you will find a diverse collection of personalities: pure innovators, but above all, people who are 100% their authentic selves. With approximately 4,000 employees, we are the largest Dutch-speaking employer in the private sector in Brussels; an international city with which we are more than happy to connect and around which our 4 campuses are located. 

Moreover, the VUB is a member of EUTOPIA, an alliance of 10 like-minded European universities, all ten ready to reinvent themselves. 

2 - Position Description

As an Academic Events Officer, you will ensure the smooth administrative and logistical running of our research-related events (including conferences, workshops, seminars). Managing external requests for renting our meeting rooms or classrooms is also part of your responsibilities.  

You will be part of the secretariat, a diverse and international team of around 20 colleagues. In this role, you will work collaboratively with your colleagues, taking on an organising role.
 
What will you be doing? 

• Together with your team, you handle the requests that come in on the shared mailbox; 
• You accurately keep track of the budgets and financial planning of the events; 
• You arrange the venue, internal or external, tailored to the requirements of the event; 
• You maintain professional contacts with partner organisations for the rental of rooms; 
• You manage the internal reservations of meeting rooms and classrooms; 
• You carefully maintain the event planning; 
• Together with your team, you coordinate and prepare materials such as programmes, name badges, participant lists, flyers, posters and signage; 
• You prepare the initial communication and marketing of the events; 
• You follow up on registrations and adjust logistics where necessary; 
• You order catering and request price quotes; 
• You liaise with the university for rental, delivery and collection of equipment; 
• You manage event inventory, place orders and oversee deliveries and collections; 
• You coordinate with other teams and colleagues for any support needed for the execution of the event (IT, communication, finance, etc.); 
• You take care of all other requirements related to the event, such as refunds and issuing certificates; 
• You monitor the quality of our events and actively seek improvements via feedback forms; 
• You optimise the scripts for different types of events if necessary;  

 

Some of our key academic events include: 

• Biennial Conference "European Union in International Affairs" (EUIA); 
• Policy Forum Series; 
• Public PhD defences; 
• Lecture series  

 

In this role, our campus in Etterbeek will be your home base. Occasional remote work is possible, based on scheduling. 
This is a part-time position (50%), possibilities for expansion in hours is negotiable. 

You will work on a flexible schedule (8:00-16:00 ; 9:00-17:00 ; 12:00-20:00). Approximately four times a year, you will work on Saturdays.

3 - Profile

What do we expect from you? 

• You have at least a bachelor's degree in a field such as Organisation & Management or Event & Project Management, or you have extensive experience in a similar position. 
• Organising is your second nature. You always know how to set the right priorities and keep an overview, even in busy times. You work well with colleagues and have an eye for the bigger picture. 
• With your eye for detail and accurate working methods, you ensure that everything runs smoothly. 
• Customer focus and a solution-oriented attitude come naturally to you. You always have a ‘can-do’ mentality. 
• You enjoy working together and are a real team player. 
• You have an excellent English language proficiency, both verbal and written; knowledge of French and Dutch is an asset. 
• You have advanced knowledge of Office 365 (Word, Excel, Outlook). Basic knowledg