Join Our Team: Internship Opportunity at EARMA

We are looking for an enthusiastic candidate who would like to join us as our Conference & Membership Management intern from September 2025 – ideally until the end of May 2026, or for a duration to be agreed upon (shortest until Christmas 2025). You will become part of a 5-member Events, Communications & Member Engagement 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 be part of the team that will organise our annual 1800+ participant EARMA conference scheduled for May 2026 in Utrecht, The Netherlands.

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 an address in Brussels. Our members are mainly academics (universities and research organisations). We organise an annual conference (with up 2000+ participants), offer a training programme, and other events which are mainly organised in Brussels. We have 350 institutional members (organisations) and 9000 registered individual contacts (persons). EARMA has existed for 35 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 contribute to the association as volunteers.

What you will you be doing

You will play a key role in our small and dynamic Member Engagement, Communications & Events team. As such, you will be supporting our team with the online and in-person events, as well as taking on responsibilities for the EARMA conference, including support with the programme, speaker coordination, and organisational tasks. You will also assist with administrative duties, and occasionally contribute to communication activities.

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

Support in the preparation and realisation of online and in-person events:

• Add events to our website’s events calendar and keep them updated (collecting and editing photos and biographies, writing event descriptions, etc.)

• Communicating with the event attendees and answering their queries.

• Create Zoom/ Microsoft Teams meetings and webinars (occasionally, you may run an event yourself).

• Help prepare our EARMA event space and provide on-site support during events.

• Organise EARMA board meetings.

Support with the preparation of the conference programme:

• Assisting in building and updating the programme schedule.

• Reaching out to and managing relationships with speakers.

• Managing and updating programme-related databases.

• Handling programme-related administrative tasks.

Support with the logistics of the annual conference:

• Registration tracking and exports.

• Coordinating and tracking orders.

• Collecting and finalising print materials.

• Preparing and running our annual partner game.

• Supporting onsite unconferencing sessions.

• Booking team flights.

• Issuing visa letters.

• Managing databases.

• Completing small-scale assignments.

In close coordination with the tasks above, the intern will also support communication tasks and related activities:

• Acting as a point of contact to keep the Communications Officer updated on relevant events (online and in-person) and conference-related topics for inclusion in newsletters and social media.

• Writing texts for the website, newsletters, and social media about EARMA events (online and in-person) and the annual conference.

• Assisting in preparing communication materials, occasionally including visuals, in line with event and conference promotion needs.

• Ensure consistent messaging and tone across all platforms and formats.

• Collaborate in drafting post-event summaries and highlights.

Other tasks include:

• 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.

• Support the award application processes and related communications.

• Send weekly registration updates to the Office.

• Send weekly updates to the Member Engagement, Communications & Events team.

• Compare venue and supplier options in Excel.

• Prepare surveys, polls and agendas.

• Create fact sheets.

• Work with digital platforms and tools (Notion, Microsoft Office, Zoom, Box, Freshdesk, conference App etc.)

• Provide administrative support to the Head of the department.

Who are we looking for

• Independent team player who likes to be in the midst of the action.

• Fast learner and creative thinker.

• Thrives in a past paced, ever changing environment.

• Enjoys to grab a task and run with it.

• Fluent English speaker.

• Problem solver who likes to help others.

• Passionate about events and communication.

• Eligible for full funding via ERASMUS+ or other programmes (nice to have).

• No visa needed to work in the EU.

Applications
If you would like to apply for this position, please send your CV and motivation letter to johanna.roodt@earma.org and sara.vrban@earma.org by 30 June 2025. 

Interviews will happen online in early July.