Founded in 1810, Humboldt University of Berlin is one of Germany’s leading universities. As a comprehensive university with over 36,000 students, it combines research excellence with innovative support for young scholars. Its international networks, interdisciplinary research collaborations, and progressive teaching approaches shape Berlin as a center of scholarship. Humboldt University holds the status of a University of Excellence.
The Event Management Office, located in the main building of Humboldt University of Berlin, is part of the Department of Communications, Marketing, and Event Management. Numerous central events are planned and organized here. These include, for example, the Long Night of Science, the Reception for New Faculty Members, the Matriculation Ceremony, and selected event formats at the Humboldt Labor.
Your responsibilities:
Planning, organizing, and executing external and internal university events and exhibitions:
Planning various event formats for central university events as well as for Berlin University Alliance events, taking into account and evaluating, among other things, organizational, legal, and security-related framework conditions
Taking into account the specific characteristics of stakeholder groups and the associated challenges, while adhering to HU’s key communication objectives
Financial planning for event formats, particularly pre- and post-event cost calculations, including cost control
Soliciting, comparing, and awarding contracts for service provider bids
Preparing and reviewing contract documents, as well as assisting with the execution of procurement procedures
Preparation of schedules, communication plans, and project management plans
Updating relevant online platforms and event software
Maintaining mailing lists
Communicating with and coordinating service providers and contractors, including the provision of technology and equipment
Communicating with and coordinating national and international project managers
Executing and following up on event formats, including billing
Evaluating success and conducting post-event reviews for future events
Processing room requests
Creating newsletters
Mentoring trainees in the department
What you need to bring to the table:
Completed vocational training as an event management specialist or equivalent skills and experience
In-depth knowledge and experience in event organization, execution, and safety
Knowledge of cost planning, budgeting, and cost control
Knowledge of the General Data Protection Regulation
Knowledge of safety and fire protection laws (including technical safety)
Knowledge of conference management systems, event software, and distribution databases
Fluency in German (at least C1 level)
Good command of English (at least B1 level)
Very good working knowledge of common Office programs
Highly structured approach to work, excellent time and task management
Strong communication skills and reliability
Ability to work well in a team, flexibility, and a service-oriented mindset
Willingness to work occasionally in the evenings and on weekends
Willingness to pursue continuing education and professional development
Knowledge of budgetary law and experience in managing public funds and third-party funding
Knowledge of public procurement law and contract law
Training certificate for the apprenticeship program in event management
Benefits
A modern work environment
Salary classification under the collective bargaining agreement (TV-L)
Diverse and responsible tasks
A structured onboarding process
Flexible work hours (flexible schedule)
Excellent opportunities for professional development
Employer-sponsored retirement plan for public service employees (VBL Classic)
An attractive company ticket/Deutschlandticket-Job (allowance)
University sports and other benefits
As a family-friendly university, we support work-life balance.