Partner & Participant Coordinator

Partner & Participant Coordinator

EIT Food

Leuven, Belgium

ABOUT EIT FOOD

At EIT Food we accelerate innovation to build a future-fit food system that produces healthy and sustainable food for all. To achieve this, we are leading the world’s largest food innovation community. Through a missions-led approach, we put improving outcomes for people and planet as the starting point for our work.

Supported by the European Institute of Innovation and Technology (EIT), a body of the European Union, we invest in projects, organisations and individuals that share our goals for a healthy and sustainable food system. We unlock innovation potential in businesses and universities and create and scale agritech startups to bring new technologies and products to market. And we equip entrepreneurs and professionals with the skills needed to transform the food system and educate and inspire the next generation.

Our innovation projects are delivered with a combination of industry, education, and research partners to improve environmental and health outcomes, by developing solutions that align with our three missions: Healthier Lives Through Food, A Net Zero Food System, and Reducing Risk for a Fair and Resilient Food System.

EIT Food headquarters (HQ) are based in Leuven (Belgium) and it has 5 regional hubs in Europe (based in Poland, Spain, Germany, the UK and Netherlands), each working with and for partners in several EIT Food partner countries.

Visit our website: https://www.eitfood.eu.

JOB DESCRIPTION

The Partner and Participant Coordinator is a role within the Business Support team (Operations department) which main goal is to achieve a smooth onboarding for both participants and partners, as well as to support other team members with activities related to the grant cycle. Additionally, will be responsible of organizing the biannual partner assembly, coordinating the event with other departments, assuring that all the elements are in place for the success of the event.

Main Duties and Responsibilities

Partner Onboarding:

• Oversee the end-to-end onboarding process for new Partners and Community Members, including monitoring approvals, initiating communication, and requesting required legal documentation;
• Coordinate with IT, Finance, and Legal teams to ensure a seamless onboarding experience, leveraging strong organizational and cross-functional collaboration skills;
• Manage contract documentation by uploading to the Legal repository and respective Salesforce accounts, ensuring accuracy and initiating Finance for invoicing.

Preparation of Partner Assemblies:

• Compile and maintain master data for Partner Assembly invitations, verify Power of Attorney documents, and ensure partner voting eligibility based on contract signatures and payment statuses;
• Provide in-person and onsite support during Partner Assemblies, demonstrating strong event coordination and attention to detail.

Participant Onboarding:

• Track and manage the onboarding process for new participants, including document handling, Salesforce account monitoring, and coordinating validation with onboarding services;
• Maintain accurate records and ensure participants meet all necessary onboarding criteria, utilizing strong follow-up and CRM management skills.

Participant Support:

• Serve as the point of contact for participants during the onboarding process, providing support via email and ensuring a positive and responsive onboarding experience.

EXPERIENCE & SKILLS

• A Bachelor’s degree in a relevant field. Or equivalent by experience;
• Very good organisational and IT skills and willingness to adapt to new systems;
• Skills in implementing processes, with attention to detail and accuracy;
• Strong written and verbal communication skills in English;
• Proficiency in MS Office (Word, Outlook, Excel, PowerPoint);
• A pro-active attitude with strong communication skills;
• The ability to work successfully towards strict deadlines, as well as on multiple, simultaneous assignments;
• The ability and willingness to effectively work with others;
• Motivation to drive continuous improvement, eagerness to learn and realise impact;
• Salesforce experience is a plus.

WHAT WE OFFER

Working at EIT Food means joining a team of like-minded individuals who are dedicated to creating a better future through food innovation. We cultivate a culture of collaboration, inventiveness, inclusivity, and constructive feedback. All employees are encouraged to contribute their ideas and expertise towards our mission of creating a more sustainable and inclusive food system.

Together, we're making a real impact on the food industry and we're looking for talented individuals like you to join us.

As a valued member of our team, we'll provide you with a competitive salary and benefits package.

CONTRACT TYPE

Full-time permanent position.

LOCATION

This role is based in our HQ in Belgium. To be eligible, you must be based in Belgium and have the legal right to work there. We offer hybrid working conditions.

APPLICATION

We encourage interested candidates to apply as soon as possible. While the application deadline is 25^th of March, we reserve the right to close the vacancy earlier if we find the right candidate. We recommend submitting your application at the earliest opportunity to ensure consideration.

EQUAL OPPORTUNITIES

At EIT Food we believe that diversity and inclusion make us stronger. We are committed to providing equal opportunities to all candidates, regardless of age, gender, background, ethnicity, religion, disability, sexual orientation, or any other characteristic. We welcome applications from everyone and strive to create a workplace where all employees feel valued, respected, and empowered to contribute to their fullest potential.

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