Junior Conference Organizer

The role of Conference Organizer is to provide logistical and organization skills for the EU/NA Conference team to plan, coordinate and execute high quality in-person and online academic conferences and other corporate MDPI marketing events to enhance the positive visibility of the MDPI brand, its academic journals and open access mandate. As part of our commitment to fostering a collaborative team environment, this role requires working fully on-site.

Responsibilities

Oversee the planning and execution of multiple academic-related events annually, including logistics, program development, marketing, on-site (or online) delivery, post-event reporting, and financial reconciliation; Liaise with all event stakeholders, including Chairs, journal editors and teams, academic societies, speakers, attendees, partners, and external vendors; Collaborate with the event team to manage the event platform and its content (e.g., website), including abstract submissions, registrations, and payment processing; Support market analysis and event feasibility studies in coordination with the event team; Co-develop, oversee, and execute the marketing and promotional plan, including design assets, in collaboration with the event team; Work with the design team to create visual and marketing materials as needed; Negotiate contracts with external vendors in line with the budget, under the supervision of the Conference Managers; Process abstracts and coordinate with contributors, speakers, and Chairs to build the event program, with oversight from the Conference Manager; Track revenues and expenses as part of budget management and process payments accordingly, under the supervision of the Conference Manager; Collaborate with the Conference Sponsorship Specialist to identify, contact, and fulfill sponsorship opportunities, integrating deliverables into event logistics; Participate in on-site event management with the event team; Support the event team in managing the event platform (website), focusing on abstract processing, registrations, and payments; Assist in building and defining the scientific program and align logistical planning accordingly; Apply organizational knowledge and adhere to corporate standards in all processes and procedures; Contribute to the ongoing development and improvement of departmental processes; Recommend enhancements to increase efficiency and customer satisfaction; Take appropriate follow-up actions to implement improvements

Requirements

Degree in event-related field (Tourism, Hospitality, Event Management); 2–5 years of event coordination experience; Native Spanish speaker and fluent in English; Familiarity with academic publishing and scientific communities; Skilled in Microsoft Office, project and budget management; Experience with online registration systems (e.g., Sciforum); Strong attention to detail, communication, and customer service; Ability to work under pressure and adapt to changing needs

Nice to have

Scientific background is a plus

Benefits

Opportunity to contribute to the academic community and attend scientific conferences; Professional development opportunities; Competitive salary and bonus system for high performers; Benefits Package: Private Health Care Insurance, Gym membership discount and flexible start time schedule; Team Building activities; Paid Holidays: 24 working days per calendar year in addition to public and bank holidays in Spain; Work in a collaborative, diverse, and socially responsible team; Prime work location in Barcelona