Operations & Project Coordinator

Organisation: Vivli Europe | Independent European non-profit organisation

Location: Amsterdam, Netherlands

Working arrangement: Part-time (60–80%; 24–32 hours per week), flexible hybrid working

Salary: €45,000–€55,000 gross per annum (full-time equivalent), pro-rated according to the agreed working percentage, plus 8% holiday allowance

Reporting to: Executive Director, Vivli Europe

Application deadline: Sunday, 22 November 2026, 23:59 CET

Interviews: Week commencing 30 November 2026

Preferred start date: January 2027

Vivli Europe is an independent European non-profit organisation working to enable the responsible secondary use of health data for research and innovation across Europe.

As the European Health Data Space (EHDS) moves towards implementation, Vivli Europe is developing practical operational solutions to support international health data holders, including pharmaceutical companies, biotechnology organisations and academic research institutions, in navigating the evolving European health data landscape.

Working with European institutions, research infrastructures, industry associations and other stakeholders, Vivli Europe aims to facilitate coordinated, efficient and trusted approaches to cross-border health data sharing and reuse.

We are a small, internationally engaged organisation in an exciting phase of development, offering the opportunity to contribute directly to building our operations and supporting important European initiatives.

We are looking for an organised, proactive and detail-oriented Operations & Project Coordinator to support the day-to-day operations and growing portfolio of projects, partnerships and stakeholder activities at Vivli Europe.

This is a varied, hands-on role combining project coordination, operational administration, executive support and stakeholder engagement.

Working closely with the Executive Director and external collaborators, you will play an important role in keeping activities organised, ensuring that commitments are followed through and supporting the effective delivery of our work.

We are looking for someone who enjoys bringing structure to a busy working environment, takes initiative and is comfortable working independently within a small, internationally engaged organisation.

• Coordinate activities across Vivli Europe's projects, partnerships and workstreams.
• Maintain project plans, timelines, action trackers and supporting documentation.
• Organise project meetings, prepare agendas, record decisions and follow up on agreed actions.
• Monitor progress against key milestones, identify potential delays and support the timely delivery of commitments.
• Support coordination with academic institutions, industry partners and other European stakeholders.
• Prepare project updates, progress summaries and meeting materials.

• Support the smooth running of Vivli Europe's day-to-day organisational operations.
• Maintain administrative records, contracts, correspondence and internal documentation.
• Liaise with Dutch and international service providers, suppliers and professional advisers.
• Support financial administration, including invoice processing, expense tracking and liaison with external accounting providers.
• Help maintain and improve administrative procedures, internal systems and operational workflows.
• Support administrative and organisational requirements associated with Vivli Europe's operations in the Netherlands.

• Provide organisational and administrative support to the Executive Director.
• Coordinate schedules, meetings, travel arrangements and follow-up activities.
• Assist with preparing Board meeting materials, agendas, minutes and action trackers.
• Maintain oversight of important deadlines, commitments and outstanding actions.
• Prepare professional correspondence, briefing materials and internal documents as required.

• Support the organisation of stakeholder meetings, workshops, webinars and events.
• Coordinate invitations, registrations, meeting logistics and follow-up communications.
• Maintain stakeholder contact lists and engagement records.
• Liaise professionally with external partners across academia, industry, research infrastructures and European organisations.
• Support communications and information-sharing activities related to Vivli Europe's initiatives.

• Demonstrable professional experience in an operations, project coordination, research administration or comparable organisational support role.
• Relevant professional experience in health data, academic research, pharmaceuticals, biotechnology or a closely related life sciences field, with an understanding of the working environment in at least one of these sectors.
• Professional working proficiency in Dutch (minimum CEFR B2 level), both written and spoken, sufficient to independently manage business communications and administrative matters with Dutch organisations, service providers and stakeholders.
• Advanced proficiency in English (minimum CEFR C1 level), both written and spoken, including the ability to prepare professional correspondence and project documentation and communicate confidently with international stakeholders.
• Excellent organisational and administrative skills, with the ability to manage multiple activities and competing deadlines.
• Experience organising meetings, maintaining project documentation and coordinating follow-up actions.
• Good proficiency with standard digital collaboration, document management and project tracking tools.
• Ability to work independently, exercise sound judgement and maintain accuracy and confidentiality.
• Eligibility to work in the Netherlands and the ability to attend the Amsterdam office as required.

• Experience working in a university, academic medical centre, clinical research organisation, pharmaceutical company or health data initiative.
• Familiarity with European health research collaborations, clinical research, health data governance or the European Health Data Space.
• Experience supporting senior leadership, committees or non-profit governance structures.
• Experience working with international and multidisciplinary teams.
• Experience coordinating stakeholder events, workshops or collaborative research projects.
• Familiarity with Dutch administrative and organisational processes.

We are looking for someone who is:

• Proactive and dependable: Takes ownership of tasks, anticipates what needs to be done and follows through.
• Highly organised: Brings structure to multiple activities, schedules and priorities.
• Practical and adaptable: Enjoys a varied role combining project coordination with everyday operational and administrative responsibilities.
• Collaborative: Communicates clearly and works effectively with colleagues and external stakeholders.
• Resourceful: Identifies practical solutions and opportunities to improve ways of working.
• Detail-oriented: Produces accurate work and handles confidential information professionally.
• Comfortable in a small organisation: Willing to contribute across different activities and adapt as the organisation develops.

• An opportunity to contribute to the future of health data sharing and research in Europe.
• A varied role with exposure to European health policy, pharmaceutical research, academia and international partnerships.
• Close collaboration with the Executive Director and an international network of stakeholders.
• A flexible part-time arrangement of 60–80% (24–32 hours per week).
• Hybrid working arrangements, with an office base in Amsterdam.
• The opportunity to help establish effective organisational processes and contribute to the development of a growing European non-profit.
• Salary and employment conditions in accordance with applicable Dutch employment legislation.

Interested candidates should email their CV and a short cover letter to careers@vivli.eu, outlining:

• Their relevant professional experience in health data, academic research, pharmaceuticals or a related sector.
• Their proficiency in Dutch and English.
• Their experience in operations, project coordination and organisational support.
• Their availability and preferred working percentage (60–80%).

Application deadline: Sunday, 22 November 2026, at 23:59 CET.

Interviews are expected to take place during the week commencing 30 November 2026, with a preferred start date in January 2027.