Communication and Event Officer

About the FSTM

The University of Luxembourg is an international research university with a distinctly multilingual and interdisciplinary character.

The Faculty of Science, Technology and Medicine (FSTM) at the University of Luxembourg contributes multidisciplinary expertise in the fields of Mathematics, Physics, Engineering, Computer Science, Life Sciences and Medicine.
Through its dual mission of teaching and research, the FSTM seeks to generate and disseminate knowledge and train new generations of responsible citizens in order to better understand, explain and advance society and environment we live in.

Your role

1. Events Organisation - Primary Focus

• Take ownership of the end‑to‑end organisation of Faculty events (e.g. conferences, seminars, workshops, public outreach events, summer parties, team retreats, graduation), from preparation to execution and follow‑up.
• Support management, departments and research groups in the conceptualisation and planning of events (format, audience, objectives, programme, speakers).
• Coordinate event logistics (rooms, facilities, catering, multimedia, signage, on‑site coordination) and liaise with external suppliers and service providers.
• Coordinate with administrative assistants for POs, invoices and other administrative steps, ensuring they receive clear information.
• Promote events via appropriate channels in collaboration with the communication team and maintain the Faculty event calendar, in line with GDPR requirements.

1. Communication - Supporting Role

• Contribute to the execution of the FSTM communication plan, under the guidance of senior communication colleagues.
• Support internal and external communication related to events (e.g. short announcements, event information, inputs for newsletters, web and social media content),
• Assist in keeping the Faculty website and social media inputs up to date for events, and in producing basic event‑related promotional materials (e.g. invitations, flyers, badges) in line with the Faculty's visual identity.
• Help maintain communication files and archives related to events (photos, materials, media clippings).

1. Administration & Stakeholder Relations

• Act as a key point of contact for internal and external stakeholders on event‑related organisational and communication matters.
• Coordinate with Faculty administration and central services on administrative aspects linked to events (e.g. POs, invoices, supplier contracts), providing accurate information and follow‑up.
• Maintain contact lists, communication databases and event records in accordance with GDPR, and support Faculty management and the communication team by answering questions on event and communication procedures and directing requests to the right contacts.

Your profile

Education & Experience

• Bachelor's degree in Communication, Marketing, Journalism, Event Management or a related field, or equivalent by experience.
• 0 to 4 years of relevant working experience in communication and/or event organisation, ideally in an academic, research or international environment.
• Experience in event planning and logistics management.

Skills & Competencies

• Strong organisational and coordination skills, with attention to detail and the ability to manage multiple tasks and deadlines.
• Comfortable taking responsibility for the operational organisation of events, while collaborating closely with colleagues on content and communication aspects.
• Good interpersonal skills; ability to build and maintain effective working relationships with academics, administrative staff, students and external providers.
• Proficiency with digital communication tools (e.g. MS Office, basic content management for web, social media platforms).
• Familiarity with graphic design tools (e.g. Adobe Creative Suite, Canva) is an asset.
• Ability to work collaboratively in a multicultural, multilingual environment.
• Comfortable working under guidance and general instructions, with support from more senior colleagues in the communication team.
• Knowledge of GDPR principles as applied to communication databases and event registrations is an asset.

Language Requirements

• Fluency in English (written and spoken) is required.
• Very good knowledge of French (B1-B2 level) mainly for external interactions.
• Knowledge of German and/or Luxembourgish is a strong asset, given the multilingual character of the University.

We offer

• A modern, dynamic university with a personal and inclusive atmosphere. Multilingual and international character. Staff coming from more than 90 countries. Member of The Guild of European Research Intensive Universities
• An exceptional research environment, supported by skilled staff and high-quality equipment. Strong links to professional sectors and the Luxembourg labour market. A unique urban campus with excellent infrastructure
• A partner for society and industry. Cooperation with European institutions, innovative companies, the Financial Centre and a wide range of non-academic partners including ministries, local governments, associations, and NGOs

How to apply

Applications should include:

• Curriculum Vitae
• Cover letter

Early application is highly encouraged, as the applications will be processed upon reception. Please apply ONLINE formally through the HR system. Applications by Email will not be considered.

All qualified individuals are encouraged to apply. In line with our values, the University of Luxembourg promotes an inclusive culture. We encourage applications from individuals of all backgrounds and are dedicated to upholding equality and respect for our employees and students.

General information:

• Contract Type: Fixed Term Contract 10 Month
• Work Hours: Full Time 40.0 Hours per Week
• Location: Belval Campus
• Internal Title: Communication officer
• Job Reference: UOL08298

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