About VIB
VIB is an entrepreneurial non-profit research institute, with a clear focus on ground-breaking strategic basic research in life sciences and operates in close partnership with the universities in Flanders.
To support the two Managing Directors, VIB is seeking a Senior Coordinator Governance.
Role purpose
Reporting to the two Managing Directors (MDs), this position will support the MDs in topics related to governance and administrative matters. The position will also assist in the rollout and implementation of key projects. The Coordinator will ensure the efficient management of the Directors' Office.
Responsibilities
Governance & decision-making support
* Coordinate and manage the institute's governance calendar, ensuring timely and well-prepared decision-making;
* Prepare agendas, collect and structure documentation, and coordinate follow-up for meetings of the Board of Directors, the Directors' Committee and the Management Committee:
* Support the drafting, validation and follow-up of meeting minutes and agreed actions.
Executive support to the Managing Directors
* Act as a central coordination point for information flows to and from the Managing Directors, in close collaboration with the Personal Assistant of the MD;
* Draft correspondence, messages and briefing notes on behalf of the Managing Directors;
* Monitor incoming requests and emerging issues, ensuring that urgent or sensitive matters are escalated in a timely manner;
* Support the structured filing and archiving of information in line with records management procedures.
Strategic project coordination
* Coordinate and follow up on strategic projects under the responsibility of the Managing Directors, in collaboration with internal departments and scientific centers;
* Monitor progress, identify risks, bottlenecks or gaps in implementation, and proactively flag issues requiring attention;
* Support alignment and follow-up across stakeholders to ensure effective execution of strategic initiatives.
Your profile
We are looking for a professional (+ 5 years of experience) with strong organizational and coordination skills, who can operate effectively close to executive management in a complex research environment. A solid understanding of the academic environment, research and life sciences, as well as governance and Board functions, is essential.
* Experience in project coordination or follow-up of strategic initiatives is an asset.
* Excellent organizational and communication skills; able to structure information and processes for effective decision-making.
* Fluency, oral and written, in English and Dutch
* Strong ability to monitor projects, identify gaps, and ensure timely follow-up
* High level of discretion, integrity, and political/organizational sensitivity
* Proactive, reliable, and detail-oriented, with the ability to keep a helicopter view
* Trusted coordinator and enabler, not a primary decision-maker
* Comfortable managing competing priorities and evolving agendas
* Assertive yet diplomatic, with the ability to flag issues constructively.
Our offer
* Full or part-time (80%) appointment
* An attractive compensation package based on expertise and experience
* An intellectually rich, mission-driven environment with highly motivated colleagues
* State-of-the-art office in Ghent, with the flexibility to work one or two days from home
How to apply
Please complete the online application procedure ) and include a detailed CV and a motivation letter.
For further information and questions, please send an email to