EARMA seeks Membership and Events Officer

Membership and Events Officer EARMA | Leuven/Brussels | Indefinite Contract (Permanent*)

EARMA represents the community of Research Managers and Administrators (RMAs) in Europe. Our members work in industry, academia, and the public and private sectors. We work with the EU Commission and national and international funding agencies. EARMA provides a networking forum, a learning platform, and a place to share experiences and best practices among RMAs throughout EARMA and the wider RMA community.

EARMA is looking for an engaged, enthusiastic and independent-minded colleague to work on EARMA in-person events, support and sometimes manage online events, and take care of the EARMA membership management. In addition, the person will be essential in supporting the organisation of the EARMA yearly 1000+ person conference (in Prague in 2023, Madrid 2025). Membership management will include answering membership and event-related questions. However, our interns will answer the membership and events questions at the first level.

This job does not include the financial and accounting part of events and membership management as a colleague, and the EARMA accountants handle this. The selected candidate will be part of the EARMA Executive Office. They will report directly to the Head of Member Engagement & Events.

The EARMA Executive Office operates under the leadership of the EARMA Managing Director. The person will work in a 5-person team within the 15-person (and growing) EARMA Office.

The Membership and Events Officer must be prepared to travel for work one or several times per year and to organise and support the hosting of events in Belgium (usually Brussels) or other locations across Europe.

The expected start date is 1st March 2023 or as soon as possible after this date.

*The selected candidate will be offered an employment contract of an indefinite period (translated from ‘contract van onbepaalde duur’ (Dutch)). This is a permanent contract but includes, by default by law, a trial period and standard notice periods.

Location of Employment

EARMA office in Leuven (Martelaerenplein 20E) with a possibility to combine with working from home (3 days per week). EARMA is considering moving the office to Brussels, and the selected person must be willing both to work in Leuven and Brussels, depending on where the office will be located. EARMA as an employer, encourages a personal and professional life balance and invests in trust relationships for its employees.

Job Content

Membership responsibilities:

• Support the Head of Member Engagement and the Managing Director in membership recruitment campaigns
• Manage the EARMA membership (renewal) and (manage the answering of) member or event questions (by other colleagues or interns)
• Undertake those tasks needed to support the fast-evolving member engagement within EARMA
• Support the Head of Member Engagement with the management of and engagement with online EARMA communities

In-person event organization (not including the conference):

Organise in-person events from start to finish (plan events, speaker communication and briefing, drafting agendas, preparatory meetings, surveys, presentation/abstract management,…)
Use and configure the EARMA digital platform to facilitate in-person events (and support digital events where needed): Registration module configuration, answer questions, enter event details, create access links, brief communications officer,…
Manage or support events and/or programmes of the EARMA professional development offering
Support the Head of Member Engagement in organizing EARMA Board meetings

Commercial partners:

Manage or support the engagement with EARMA sponsors and commercial partners

Conference:

• Support the EARMA 1000+ delegate conference organization under the leadership of the Head of Member Engagement, who will be the conference project manager: logistics, social events and on-site execution and support abstract submission, conference programme, registration module, registration process and registration questions

Other

• Liaison with the EARMA awards committee
• Support/organize online events if/when needed
• Moderate online events

Profile

Mandatory:

• At least a Bachelor's degree or equivalent in experience
• Ability to adapt to changes quickly and work under (time) pressure
• Experience in organising events
• Excellent communication skills in English (C2)
• Excellent IT skills, including in standard office software, database management, online communication, and knowledge-based tools (Zoom, Notion, ...)
• Excellent knowledge of Excel
• Experience with deadlines
• Experience in sponsorship sales and relationship management
• Excellent soft skills/people skills
• Talent for organisation and eye for detail
• Ability to work independently and as part of a team in an international context

Desirable:

• Experience in (large-scale) in-person event management
• Experience in customer service
• Experience in the MICE sector or broader hospitality sector
• Experience in populating websites and registration tools
• Experience with surveying tools especially survey monkey
• Experience with the academic sector

Offer

• 100 % position as an employee of EARMA
• A permanent contract (dependent on external funding after August 2025)
• A gross salary of between 2.200-2.400 euro/per month
• Meal vouchers (standard Belgian system)
• Working from home allowance (140 euro/ month)
• Internet allowance (20 euro/ month)
• The benefits package will amount to a disposable income of at least 2.100 euro per month net for the most heavily taxed profiles (package = salary + meal vouchers + allowances)
• Number of holidays: 28 days (if legal conditions in the previous year were met)
• The chance to work and network in an international environment of motivated and passionate staff and volunteers
• The chance to contribute to a non-profit with an excellent reputation and to help science and society in your daily work
• The chance to attend project meetings and events in Brussels or abroad several times per year (costs reimbursed).

EARMA also offers to depend on the relevance:

• Office equipment, including laptop
• Hospital insurance (DKV)
• Reimbursed public transportation
• Eco-cheques to the maximum annual amount
• Mobile phone subscription

Selection Procedure

Applications can be submitted up to and including 20 February 2023, but please submit your application as soon as possible. We will evaluate on a rolling basis. Please submit as early as possible and do not wait until the deadline.

Applications should be sent to Johanna Roodt, Johanna.roodt@earma.org, and Terezia Minarikova, terezia.minarikova@earma.org

Applications should include in the attachment:

- A cover letter (motivation letter) not longer than 1 A4 page.

- An extended CV

- Shortlisted applicants will be invited to a first interview by videoconference at the latest in the week of 20 February 2023.

- The second interview is thought to be held at the Leuven office shortly after that. These dates are indicative and may be changed.

No travel costs will be covered by EARMA.

EARMA will not cover any relocation costs for the successful applicant.