Call for expressions of interest: Freelance coordinators for study visits and delegation programmes in Brussels

Background

The Heinrich-Böll-Stiftung is a German political foundation affiliated with the German Green party. Through its international network of offices, the Foundation promotes political dialogue, democratic participation, human rights, sustainability and international cooperation.

Our European Union | Global Dialogue Office in Brussels regularly facilitates visits by international delegations, policymakers, civil society representatives, researchers and experts seeking to engage with European institutions and Brussels-based stakeholders.

To support the professional organisation of these visits, we are seeking experienced Brussels-based freelancers to join a pool of external programme coordinators who can be commissioned on an assignment-by-assignment basis.

The assignment

We are looking for reliable and highly organised professionals who can independently coordinate study visits and delegation programmes in Brussels.

The Heinrich-Böll-Stiftung will provide the thematic objectives of each visit, information about the delegation and a preliminary mapping of relevant stakeholders and potential interlocutors.

The freelancer will be responsible for turning this preparatory work into a coherent, professionally organised and confirmed programme, ensuring effective communication with all parties involved and the smooth coordination of meetings and activities.

Depending on the assignment, responsibilities may include:

• Programme development: Drafting, reviewing and refining the programme, assessing the feasibility of suggested meetings and developing a coherent itinerary.
• Stakeholder outreach: Contacting relevant interlocutors within EU institutions, political organisations, think tanks, civil society and other Brussels-based organisations.
• Meeting coordination: Securing appointments, managing invitations and confirmations, following up with stakeholders and identifying alternatives when necessary.
• Scheduling: Coordinating meeting times, locations, travel time between appointments and other practical requirements.
• Programme management: Maintaining an up-to-date programme, managing changes and cancellations, and ensuring clear communication with the delegation and participating organisations.
• Documentation: Preparing final programmes, contact lists, meeting schedules and other relevant organisational documents.
• Potential on-site support (if and where required): Accompanying delegations, coordinating activities on the ground and troubleshooting unforeseen logistical challenges.

The specific scope of work will be defined for each assignment. Programmes may range from a series of individual meetings to comprehensive study visits lasting up to a full week.

Your profile

We are looking for freelancers with:

• Proven experience in independently organising professional visiting programmes, political meetings, study visits, delegation visits or comparable activities.
• Good knowledge of the Brussels political and institutional landscape, particularly the EU institutions and relevant policy networks.
• Experience contacting and coordinating with institutional representatives, policymakers, researchers and civil society organisations.
• Excellent organisational and project management skills, with strong attention to detail.
• The ability to manage multiple stakeholders, competing schedules and last-minute changes.
• Strong communication skills and a professional, reliable approach to external correspondence.
• The ability to work autonomously, take ownership of assignments and deliver agreed results with limited supervision.
• Excellent written and spoken English.
• Availability to work in Brussels, including occasional on-site coordination.

Existing professional networks within EU institutions, think tanks and Brussels-based organisations are a strong asset. Experience working with international delegations, particularly from outside Europe, is welcome.

Working arrangements

We intend to establish a pool of qualified freelance coordinators who may be contacted when relevant assignments arise.

• Assignments will be commissioned individually, based on the nature, timing and complexity of the visiting programme.
• The scope, deliverables, deadlines and remuneration will be agreed in advance for each assignment.
• Work will generally involve advance coordination and remote preparation, with on-site presence in Brussels where necessary.
• The Heinrich-Böll-Stiftung will provide the initial political briefing and relevant background materials.
• Freelancers may receive temporary, restricted access to a dedicated Heinrich-Böll-Stiftung email account and relevant coordination tools. External communications will clearly identify their role as freelance coordinators acting on behalf of the Foundation.
• Freelancers must comply with applicable confidentiality and data protection requirements.
• Applicants must be legally able to provide freelance services and issue invoices.

Inclusion in the freelance pool does not guarantee a minimum number of assignments or constitute an employment relationship.

How to apply

Interested candidates are invited to submit, in a single PDF document:

1. A short CV (1 page max) or professional profile outlining relevant experience.
2. A brief statement of interest (1 page max), explaining their experience with political study visits, delegation programmes or institutional meeting coordination in Brussels, as well as highlighting general availability, including the ability to accept assignments at relatively short notice.
3. Examples of relevant assignments, preferably including the types of delegations, institutions or organisations involved.
4. An indicative daily rate in EUR, excluding VAT where applicable, and an indication of whether fixed-fee assignments would be possible.

Please send your application to Anna Mes at Anna.Mes [at] eu.boell.org, by Sunday 15 November 2026 at 23:59 CET, with "Freelance visits coordinator - Expression of interest” in the subject line.

Shortlisted applicants may be invited for a brief interview to discuss their experience, working methods and availability.

The Heinrich-Böll-Stiftung looks forward to hearing from experienced professionals interested in supporting international political exchange in Brussels.