scientific events organiser

Location: Champalimaud Centre for the Unknown, Lisbon
Employer: Champalimaud Foundation
Job Type: Full Time
Position: Communication
Application Starts: 30 Nov. 2022
Application Ends: 30 Dec. 2022
The Champalimaud Foundation (Fundação D. Anna de Sommer Champalimaud e Dr. Carlos Montez Champalimaud), a private, non-profit research institution in Lisbon, Portugal, is looking for a Scientific Events Organiser to join the Communication, Events and Outreach Team for the management and production of events organised by and in partnership with the Champalimaud Foundation (CF) to enhance the professional image of CF in the scientific community and to nurture the institutional culture.

The position is part of the CR Support Units (CRSU), the group of professional staff that supports the research, education and scientific outreach efforts of the community. This full-time position was designed for an events organiser, responsible for the organisation and production of events, working under the supervision of the Scientific Events Coordinator. Candidates for this position should be meticulous, self-motivated, proactive, creative, problem solvers, flexible to occasionally work on evenings and weekends, and willing to work in a dynamic research environment.

The right candidate will be fluent in Portuguese and English, experienced in organising events onsite and online, and willing to contribute to the positive and enthusiastic nature of the team.

The primary responsibilities are the following
Administrative & Managerial
Manage and facilitate booking of meeting rooms; participate in budget planning; secure financial execution via available logistical resources from placing requisitions for services and equipment to completion, liaising with the Financial Department and the suppliers; manage and update of mailing lists; monitor events through the management of lists of participants and other specific data; and provide general assistance to the Scientific Events Coordinator (SEC).

Production & Logistics
Actively contribute to the production and logistical needs of both regular and occasional events, by following established procedures; Liaise with event organisers, speakers, delegates, sponsors, suppliers and technical teams. Make all the arrangements related to travel and accommodation of guests. Articulate with the different providers, such as hotels, transfers and travel agencies. Place services’ requests for the different suppliers and teams (catering, furniture, printing, cleaning, maintenance, security). Be present and available during the assigned events and help to make sure all services, guest registration and assistance, helpdesk, seating, others, are successfully accomplished.

Procurement & Venue Prospection
Identify and assist negotiation processes with potential suppliers; advise the SEC among other organisers of the most suitable options; order materials for events and make shipment arrangements; participate in the establishment of protocols and partnerships with new suppliers (hotels, restaurants and venues); and perform technical visits.

– Competitive remuneration package commensurate with skills, qualifications and experience;
– Full immersion into a research excellence ecosystem with highly motivated researchers, supported by state-of-the-art technology and continuous development opportunities.

Initial duration
12 months with possibility of renewal

Minimum qualifications
– Experience in event organisation (from planning and budgeting to execution and evaluation);
– Demonstrated good command of written and spoken Portuguese and English.

Essential skills
– Experience organising events for small (500 delegates), either onsite and online;
– Excellent organisation and management skills;
– Solution-focused attitude, ability to work under pressure and to tight deadlines;
– Collaborative mindset, proactivity and motivation to work with different teams;
– Flexibility to adjust the working schedule during events.

Desirable skills that will also be considered
– Experience organising scientific events;
– Experience in a service role, interfacing with special guests or customers;
– Experience in negotiation and sales;
– Demonstrated interest in science & technology;
– University Degree, preferably in a related or relevant field;
– Driver’s licence.

Required Languages
– Fluency in Portuguese and English.

Eligibility criteria
National, Foreign or Stateless candidate(s) who hold a professional curriculum that reveals a profile appropriate to the activity to be developed.

Selection process
– Candidates will be screened to determine eligibility based on minimum qualifications listed in call;
– Candidates meeting minimum requirements will be scored according to the required application materials: Curriculum vitae 75%, letter of motivation 25%;
– Top scoring candidates will be called for interviews.

If provided, and if shortlisted, candidates’ referees may be contacted and may count towards evaluation.

The final decision will be based on interview performance and references.

Evaluation Committee members
Philipp Tsolakis, Catarina Ramos, Teresa Fernandes, António José Monteiro, Inês Soeiro

Application materials
– Motivation letter and Curriculum vitae (in English) and contacts of two referees (supervisors/employees). If you do not wish that we contact current or past employers, please state so and explain the reason in your motivation letter;
– Proof of qualifications (certificates) may be required at a later date for the formalisation of the contract agreement. Degrees obtained abroad may need to be formally recognised in Portugal.

How to apply
Candidates must complete the standard application form and submit a single annexed PDF document containing the application materials stated in the call.

The call reference will be asked and not having may invalidate your submission. This call reference is: CR SEO Dec22

Applications are also accepted in paper, sent or handed to the Fellows Support Office at the Champalimaud Centre for the Unknown, Avenida Brasília, 1400-038 Lisbon, Portugal.

Notification of results
All candidates will receive a receipt of acknowledgment within 7-10 business days. The highest scoring candidate will be notified by email or telephone. All other candidates will be notified solely by email of the final outcome of the recruitment process.

After being notified, candidates will have 10 working days to present a claim for redress by email ( If no claim is received by the Champalimaud Foundation, the Evaluation Committee’s decision will become definitive.

About Us
Research is at the heart of the Champalimaud Centre for the Unknown, a modern research and clinical facility situated on the waterfront in Lisbon, Portugal. The goal of Champalimaud Research (CR) is to perform world-leading fundamental and translational research. Current research work is focused on the fields of neuroscience, physiology and cancer. Champalimaud Research comprises a team of over 400 scientists from around the world. English is the official language of the Centre. Lisbon’s sunny Atlantic Mediterranean climate, vibrant culture and high quality of life make this a great place to live and work.

Relevant Institutional Information
In line with our community guidelines and Equality, Diversity and Inclusion policy and Gender Equality Plan, no candidate may be privileged, favored, prejudiced or deprived of any right or excluded from any duty on the basis of age, sex, gender identity, sexual orientation, race/ethnicity, disability, chronic illness, language, nationality, territory of origin, family status (marital, pregnancy and maternity, having or not having dependents), socioeconomic situation, education, religion, political or ideological beliefs, trade union membership, or on any other grounds which are irrelevant to decision-making.

HR Excellence in Research

Legal Notices
The present call has the sole purpose of filling the indicated research position. This call may be canceled at any time on or before the jury’s evaluation of all eligible candidates and the recruitment process shall be concluded on the day of the full execution of the contract between the Champalimaud Foundation and the selected candidate.

Empresa: Champalimaud Foundation
Local: Champalimaud Centre for the Unknown, Lisbon
Tipo: Full-time;

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