Online Events & Conference Management Trainee

Jobinhalt

We are looking for an enthusiastic candidate who would like to join us as our Events & Conference Management intern from September 1st - December 23rd 2023. You will become part of a 5-member events team based in Brussels/Leuven (Belgium). Since you will occasionally be working from home, you must have a space where you can work professionally with minimal noise interference and a stable internet connection. EARMA will provide the IT equipment needed for the internship. You may get the opportunity to travel to one or more European destinations to help run events there.

About EARMA

EARMA is the European Association of Research Managers and Administrators. Our goal is to invest in those people supporting and managing research so they can be as productive and happy as possible. This contributes to scientific research and to society. We are a non-profit organisation under Belgian law with a legal address in Brussels but a factual address in Leuven. Our members are mainly academics (universities and research organisations). We organise an annual conference (1000+ participants), offer a training programme and other events which are mainly organised in Brussels. We have approximately 170 institutional members (organisations) and 200 ordinary members (persons). EARMA existed for 26 years and has a great reputation in Brussels and around the world. The core of our association is the EARMA members, of whom a large number contributes to the association as volunteers.

What you will be doing

You will support the Community & Events Manager and Events Officer with the planning and execution of most of our online events and the annual conference. This will include:

• Adding events to our website’s events calendar and keeping them updated (collecting and editing photos and biographies, writing event descriptions, etc.)
• Hosting events with the Community & Online Event Officer (occasionally, you may run a digital event yourself).
• Reaching out to and managing relationships with speakers.
• Preparing event access instructions for event attendees.
• Creating Zoom meetings and webinars and becoming comfortable with hosting them.
• Comparing venue and supplier options in Excel.
• Creating fact sheets.
• Preparing surveys and polls.
• Working with digital platforms and tools (Notion, Microsoft Office, Zoom, Box, Freshdesk, etc.)
• Joining the EARMA Customer Care team and promptly responding to emails sent to earma@earma.org.

Who are we looking for

• Independent team player who likes to be in the mids of the action
• Fast learner and creative thinker
• Problem solver who likes to help others
• A student who is eligible for 100% funding: ERASMUS+ and/ or other/ additional funding

Applications

If you would like to apply for this position, please send your CV and the motivation letter to johanna.roodt@earma.org and terezia.minarikova@earma.org by June 20th, 2023. The interview is scheduled to occur during the final week of June and the initial week of July in 2023.