Event and Project Manager Trainee

Europa Media is looking for a trainee primarily to support event management and the final conference of an ongoing research and innovation project, ADMA TranS4MErs. Depending on time availability, the selected trainee may also support other ongoing research projects.  

The ideal candidate is a final-year university student or a recent graduate based in Budapest, with excellent written and oral knowledge of English. The position is a full-time, paid internship that would start as soon as possible, and would end in mid-December 2024. The contract may be subject to its continuation depending on Europa Media’s needs as well as the candidate’s motivation and availability. The place of work is our premises at Graphisoft Park in Budapest. 

Europa Media Non-profit is actively involved in Science Communication, particularly for research and innovation programmes and projects. Europa Media is involved in various EU-funded projects and EC contracts focusing on fields such as gender equality, health, and entrepreneurship (such as ADMA TranS4MErs). 

Job description 

The main task would be to support project and communication managers in the event preparation and implementation of the ADMA TranS4MErs final conference.  

Main tasks involve:  

Planning and Coordination: 

• Developing event plans, timelines, and schedules. 

• Coordinating with stakeholders, including speakers, attendees, and service providers. 

• Assisting in the preparation of event agendas and programmes. 

Logistics Management: 

• Booking and managing venues and facilities. 

• Arranging accommodation and transportation for participants if necessary. 

• Ensuring all necessary equipment and materials are available and set up correctly. 

Promotion and Communication: 

• Planning, creating and promoting promotional online and offline materials such as invitations, flyers, and social media posts. 

• Managing event registration processes and attendee lists. 

• Communicating with attendees before, during, and after the event to provide updates and gather feedback. 

On-Site Management: 

• Overseeing the setup and breakdown of event spaces. 

• Managing registration desks and welcoming attendees. 

• Coordinating on-site activities, ensuring the event runs smoothly and on schedule. 

• Support the quality check of technical equipment.  

Post-Event Activities: 

• Assisting in the collection and analysis of feedback from participants. 

• Contributing to post-event reports and evaluations. 

• Helping to manage the follow-up communication with participants and stakeholders. 

In case the trainee has more capacity, here’s a task list of what else the candidate can expect:  

•  Assisting in the management and implementation of research and innovation projects in which Europa Media is involved as coordinator or partner. 

• Aiding project managers in delivering project activities by conducting research, collecting data, writing reports, and organising meetings and workshops. 

• Helping in the communication and dissemination of project results by translating scientific results to layman terms in liaison with our communication team. 

• Contributing to the development and submission of high-potential proposals under the EU’s research and innovation programmes such as Horizon Europe. 

Requirements 

• We are searching for candidates with a proactive approach, outgoing personality, and creativity. 

• Demonstrated experience in organising events and managing logistics. 

• Strong project management skills and the ability to multitask effectively. 

• Excellent analytical and drafting skills to produce reports and deliverables. 

• Very good command of MS Office tools. 

• Excellent written and verbal communication skills in English. 

Having one or more of the following skills or experience is an additional advantage: 

• Interest/experience in project management, particularly under the EU’s research and innovation programmes. 

• Understanding of the EU funding system and EU programmes such as Horizon Europe. 

• Working knowledge of additional languages. 

What We Offer 

• Trainee remuneration commensurate with the candidate’s skills and experience. 

• Opportunity to take part in international research and innovation projects. 

• Opportunity to learn about EU project development and management as well as about EU policies. 

• A great working environment at Graphisoft Park by the Danube, and within a young, multidisciplinary, and international team. 

When and Where 

This is a full-time traineeship starting as soon as possible and lasting until mid-December 2024, when we close the office. The post is intended to be a full-time post, but a part-time regime can be negotiated. Europa Media is currently piloting a 4-day working week. The place of post is Europa Media's premises at Graphisoft Park in Budapest, Hungary. 

How to apply 

If you believe that you are the right candidate for this post, please submit your application to gloria.bevilacqua@europamedia.org.  

Please indicate “EM Trainee” in the subject line and include: 

• A cover letter explaining your motivation for the post with an emphasis on how your profile matches the skills and qualifications required for the position. 

• A curriculum vitae. 

Only those applications which meet the required skills and qualifications will be considered. Short-listed candidates will be invited for an interview. 

Closing date of application: 26 July 2024 

General applications 

We are always happy to receive unsolicited applications. If you are interested in Europa Media and its activities, please e-mail us your CV along with a cover letter at info(at)europamedia.org and we will make sure to consider your application as soon as a suitable opportunity arises.