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Conference & Membership Management Intern

Conference & Membership Management Intern

We are looking for an enthusiastic candidate who would like to join us as our Conference & Membership Management intern from mid-January 2024 - the end of June 2024. You will become part of a 5-member events team based in Brussels (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 will get the opportunity to travel to Odense (Denmark) to organise our annual 1400+ particpant conference.

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 become an important member of the 5-member Membership & Events team. As such you will be supporting our Membership & Events Officer with the planning and execution our our online events. You will further be assigned responsibility for an esstential part of the EARMA Conference in Odense in April 2024 and will be able to engage with our international members and speakers directly.

To be more precise, our intern will have the opportunity to...

  • Interact with our international association members online through email communication (by acting according to guidelines set out by the association) and make all members/event or conference attendees feel welcome and comfortable
  • Respond to membership queries and seek proactive ways to support them, proffering solutions
  • Add events to our website’s events calendar and to keep them updated (collecting and editing photos and biographies, writing event descriptions, etc.)
  • Host online and in-person events with another event team member (occasionally, you may run an event yourself)
  • Reach out to and manage relationships with speakers
  • Take the responsibility to organise an important part of the annual conference independently 
  • Prepare event access instructions for event attendees
  • Create Zoom/ Microsoft Teams meetings and webinars and become comfortable with hosting them
  • Compare venue and supplier options in Excel
  • Create fact sheets
  • Prepare surveys and polls
  • Work with digital platforms and tools (Notion, Microsoft Office, Zoom, Box, Freshdesk, our conference App etc.)

Who are we looking for

  • Independent team player who likes to be in the midst of the action
  • Fast learner and creative thinker
  • Fluent English speaker; Danish is a plus
  • Problem solver who likes to help others
  • Tech enthusiast
  • A student who is eligible for 100% funding: ERASMUS+ and/ or other/ additional funding

If you would like to apply for this position, please send your CV and the motivation letter to and by November 13th, 2023. The interview is scheduled to occur during November 2023.