Conference Specialist

Aalto University is where science and art meet technology and business. We shape a sustainable future by making research breakthroughs in and across our disciplines, sparking the game changers of tomorrow and creating novel solutions to major global challenges. Our community is made up of 16 000 students and 5 200 employees, including 446 professors. Our campus is in Espoo, Greater Helsinki, Finland.  Diversity is part of who we are, and we actively work to ensure our community’s diversity and inclusiveness. This is why we warmly encourage qualified candidates from all backgrounds to join our community.

Are you a creative conference organiser and a curious developer of concepts and processes?

Aalto University’s Research Services is seeking for

Skilled conference organising specialist

to join our Aalto Networking Platform team (fixed-term contract April 2026 until December 2028).

Your role and goals
 

As a Conference Specialist, you are responsible for the protocol of Aalto University organised Academic Conferences. The Conference Expert is responsible for planning, coordinating, and supporting professional conferences and events. The role includes budgeting, drafting to bidding documents with the conference hosting professor, managing logistics, liaising with vendors, planning schedules, training volunteers, ensuring smooth operations during events, adhering to budget constraints, and helping with finance reporting. The Conference Specialist will also be responsible for post-event evaluations to assess success and areas of improvement. 

The position is new, so you will have the opportunity to use your own expertise to influence the development of operating methods and, together with stakeholders and Aalto's partners, create the best ways to organise world-class conferences.

Your experience and ambitions
 

You are a senior level producer, organiser, expert with multiple years of working experience organising conferences, who is not afraid to work independently while being a reliable team player. You shine as the deadline is getting closer and you can scan and reorganize priorities on the go. You find your way through changing situations without any drama with the help of your great people skills and keeping the big picture in mind while working on the details. Your communications and IT skills are good. You are fluent in English and Finnish, both written and spoken. Knowledge of Swedish is an advantage.

In addition,

• You thrive in a multidisciplinary and international work environment.

• You are interested in academic traditions and events. You may already have experience in a university environment.

• You have a positive attitude and enthusiasm to support the Aalto University community.

• You have strong problem-solving, negotiation and interpersonal skills: you are able to influence internal and external stakeholders with diverse needs.

• You have a relevant university degree.

We offer you

• An inspiring environment proud of our community’s work to shape a sustainable future

• A work culture that includes everyone and is guided by the values of the university: responsibility, courage, and collaboration

• A meaningful role in which you’ll help Aalto University strengthen its academic network together with a great team of highly skilled professionals across the university and partners like the City of Espoo.

The salary range for this position, following the university’s pay scale, is 3400–4200€ per month depending on your skills and experience level. We work in a hybrid way, with our primary workplace in Otaniemi, Espoo. Life at the transformed campus is vibrant and filled with amazing architecture, calming nature, and a variety of cafes, restaurants, services and good connections along the metro line.

Join us!
 

If we sound like a right fit for you, please submit your CV and cover letter by Sunday, 08.03.2026 through our recruitment system. If you wish to learn more about the position, you can contact our Head of Platform Services Krisztina Cziner (krisztina.cziner@aalto.fi, +358 50 316 1028) on Monday 16 Feb, 15.00–16.00, Wednesday 25 February 15.00–16.00, on Friday 27 February 14.00–15.00. For questions related to the application process, please contact HR partner Minna Tevä (minna.teva@aalto.fi).

Aalto University’s employees and visitors should apply for the position via the internal HR system Workday (Internal Jobs) by using their existing Workday user account (not via the external webpage for open positions).

Please note that we are likely to begin interviewing candidates during the application period. You will hear from us latest by 31 March.

We aim to have a transparent and equal recruitment process, so feel free to ask us for feedback. Our process includes two rounds of interviews.

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Want to know more about us and your future colleagues? You can watch these videos:

This is Aalto University!
 Aalto University – Towards a better world
and Shaping a Sustainable Future.
 

Read more about working at Aalto: https://www.aalto.fi/en/careers-at-aalto

Check out our new virtual campus experience: https://virtualtour.aalto.fi

About Finland

Finland is a great place for living with or without family – it is a safe, politically stable and well-organized Nordic society. Finland is consistently ranked high in quality of life and was listed again as the happiest country in the world: World Happiness Report 2025

For more information about living in Finland: Aalto Careers for International Staff.

More about Aalto University:

Aalto.fi
youtube.com/user/aaltouniversity
linkedin.com/school/aalto-university/
www.facebook.com/aaltouniversity
instagram.com/aaltouniversity

To view information about Workday Accessibility, please click here.

Please see more of our Open Positions here.