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.

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

• Degree in event-related field (Tourism, Hospitality, Event Management
  
• 2–5 years of event coordination experience
• Native Spanish speaker; 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
• Scientific background is a plus

What We Offer:

• The 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.
  
  

Ready to Apply?

We look forward to receiving your completed application. Please submit your cover letter and CV in English.

About MDPI

A pioneer in scholarly open access publishing, MDPI has supported academic communities since 1996. Our mission is to foster open scientific exchange in all forms, across all disciplines. We operate more than 400 diverse, peer-reviewed, open access journals supported by over 66,000 academic editors. We serve scholars from around the world to ensure the latest research is openly and broadly available.

MDPI is headquartered in Switzerland with additional offices in Europe, Asia and North America. We are committed to ensuring that high quality research is made available as quickly as possible. We also support sustainability projects, with sustainability as a key theme in many journals and through the MDPI Sustainability Foundation.

MDPI Spain opened in Barcelona in 2016. With a team of 32 employees, our key focus is based on the scientific and external communication to further develop our services as the biggest Open Access publisher.
Our employees enjoy an international and friendly working environment and ensure that the latest high-quality research is openly available as quickly as possible. In addition, the Barcelona office focuses on external communications, approaching the scientific community, contacting organizations, and attending to scientific conferences.

MPDI Spain cultivates a culture that values diversity and inclusion and is dedicated to maintaining fair, competitive pay practices that uphold our commitment to pay equity. Our compensation decisions are based on various factors, including a candidate´s qualifications such as skills, education, experience, training, and licensure. This approach applies to all employees.

Initiatives

At MDPI, we develop and maintain various platforms in order to better serve the scientific community. Please find here-below a list of our main platforms:

https://www.mdpi.com
https://www.mdpi.com/books/
https://sciprofiles.com
https://sciforum.net
https://www.scilit.net
https://www.preprints.org
https://encyclopedia.pub

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