Bringing science and people together

Conference Assistant

At Congress by design, we believe in the power of knowledge sharing to create a better future together. As a conference assistant, you contribute to this goal by bringing together scientists, researchers, and professionals at international conferences. With your precision and customer-focused attitude, you ensure that registration processes run smoothly and participants feel welcome.

As a conference assistant, you support a project team that, under the guidance of a project manager, is responsible for organizing various (inter)national scientific conferences.

What will you do?

Set up and manage online registration portals in consultation with clients.
Process registrations and answer participant questions by email and phone.
Coordinate payments and handle administrative processing of registrations.
Ensure a smooth on-site registration process and welcome participants at the registration desk.
Collaborate with project teams and contribute ideas for improving the registration process.

You are the main point of contact for international participants attending the conferences we organize. From the moment of registration to the moment they arrive at the venue, you ensure everything runs smoothly.

During the preparation phase, you work closely with the client to create a user-friendly online registration portal. You then manage the registrations and support participants with questions about their registration, payments, and attendance. At the conference, you coordinate the registration desk and make sure each participant feels welcome right away.

You will work on multiple conferences simultaneously and be part of several project teams. This makes your work varied and dynamic. Congress by design organizes multi-day international scientific conferences in the Netherlands and abroad. Since we welcome participants from all over the world, English communication is a key part of your job, so it’s important that you feel confident in this. You will also occasionally travel with colleagues to support conferences on-site – a great opportunity to see and contribute to the event you helped organize.

Who are we looking for?

We’re looking for a communicative, service-oriented, and detail-focused colleague who would like to commit to our team for the long term. Someone who feels at home in a dynamic work environment and enjoys contributing to the smooth execution of international conferences.

You are a match for us if:

You have at least MBO 4 working and thinking level.
You enjoy contributing to knowledge sharing at international conferences.
You work in a structured and accurate way and have experience with administrative processes.
You have excellent command of Dutch and English (additional languages are a plus).
You are client-oriented, independent, and a real team player.
Preferably, you live in the region and can commute to Alphen aan den Rijn within 45 minutes. We value in-office collaboration to share knowledge, energy, and creativity, while also being mindful of commuting distance for sustainability reasons.
You are available for a minimum of 24 hours per week, with the option to work during school hours (except during on-site conferences, both domestically and abroad).

What we offer

Congress by design is part of a collective of event companies. Our employment conditions are well organized, and personal development & growth are encouraged within our agency. We are based in a centrally located and easily accessible office in Alphen aan den Rijn, where we create an inspiring meeting place for event professionals. We serve a sustainable lunch in our “restaurant,” work out in the gym, and connect in the bar.

Does this role excite you and would you like to contribute to organizing impactful, sustainable conferences?

We look forward to hearing from you!

Send your motivation and CV