Conference Organizer

Job Summary
We are looking for a
Conference Organizer
who will support MDPI's EU/NA Conference team in planning and executing academic events. The successful candidate will contribute to the organization of high-quality in-person and online conferences, as well as other corporate marketing events. The suitable candidate will demonstrate strong logistical and organizational skills to help enhance the visibility of the MDPI brand, its academic journals, and its open access mission.

Core 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.

Additional Responsibilities

• 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

• Educational background: BSc or Masters Degree in event-related field (Tourism, Hospitality, Event Management
• 2–5 years of event coordination experience
• Strong English skills, both written and spoken
• 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
• Scientific background is a plus