ESN Leuven board description & recruitment info 2026-27
1. Application & election procedure
Applying for a position on the ESN Leuven Board follows a structured process consisting of application, interview, and election. To ensure your candidacy is valid and considered, please carefully follow the guidelines and deadlines outlined below.
Candidates must submit a motivation letter and a CV explaining their interest in a specific position within ESN Leuven. These documents must be sent to the Board of Directors via bod@esnleuven.be before the application deadline of April 5th, 23:59.
After submitting your application, you will be invited for an interview. Each candidate must complete an interview with a panel consisting of at least two members, typically including one member of the Board of Directors and the previous board member of the position you are applying for. These interviews will take place between April 5th and April 19th, 2026.
The official elections will take place during the General Meeting on April 22nd, 20:00 in Leuven. During this meeting, each candidate will give a short presentation (maximum five minutes) to introduce themselves and pitch their ideas for the upcoming year. Afterward, voting members will have the opportunity to ask questions, either publicly or anonymously.
If not all positions are filled during the first General Meeting, additional application rounds and elections may be organised at a later stage.
Note that this is a volunteering position.
To help interested candidates learn more about the different positions and ask questions, a recruitment event will take place on March 31st, 2026 at 21:00 in Zaal Couvreur (Social Sciences Campus). This is the perfect opportunity to meet current board members and get a better understanding of the roles.
📌 Key Deadlines
- March 20th, 2026 – Application open
- April 5th, 2026 – Application deadline (CV + motivation letter)
- April 5th – April 19th, 2026 – Interview period
- April 22nd, 2026 – General Meeting & elections
2. General expectations
Are you willing to help international students find their way in a new city and do you want to have a real impact on the quality of our activities? Then a board position is what you need to go for!
As a board member in ESN Leuven you will be part of the Daily Board. Regardless of specific responsibilities, all board members contribute to the overall functioning of ESN Leuven. Flexibility, teamwork, and engagement are essential.
Shared Responsibilities
- Attend and support events
- Participate in office shifts
- Handle unexpected tasks
- Collaborate across roles
These positions are voluntary and therefore unpaid — but that definitely doesn’t mean you get nothing in return. Quite the opposite!
Being a board member at the ESN Leuven gives you the chance to grow far beyond the typical student experience. You become part of a huge international network, building friendships and connections across countries. You gain real leadership experience through managing teams, projects, and events. It’s a hands-on way to develop skills like communication, organisation, and decision-making. You have the opportunity to attend trainings, conferences, and international events within the network. At the same time, you actively contribute to improving the experience of international students in Leuven. It also strengthens your CV and improves your employability.
And yes, you create unforgettable memories along the way.
3. Facilitative Functions
President
About the position
The President is the central coordinator and final point of responsibility within ESN Leuven. This role ensures that the organisation runs smoothly on a daily basis while also keeping a long-term strategic vision in mind. The President acts as the main representative externally and as the internal leader who aligns all board members, ensuring everyone works toward shared goals.
Your Responsibilities
- Represent ESN Leuven to external stakeholders (universities, partners, ESN Belgium, ESN International)
- Expected to be present at events and key moments
- Chairs and prepares weekly board meetings
- Oversees operations and financial sustainability
- Supports and supervises board members in their roles
- Steps in when responsibilities are not fulfilled
- Maintains alignment between different functions and projects
- Maintains overview of planning, calendar, and priorities
You are…
- Responsible
- Proactive
- Flexible
- A problem solver
- Social and positive minded
Does this position sound like something for you? Do not hesitate and send your motivation letter and resume to bod@esnleuven.be. We are looking forward to getting to know you!
Vice-President
About the position
The Vice President is the internal backbone of the organisation, focusing on people, structure, and continuity. While the President looks outward and maintains the big picture, the Vice President ensures that the internal functioning of the team is strong, organised, and sustainable.
Your Responsibilities
- Recruitment and onboarding of new volunteers and workgroup members.
- Organise internal bonding and teambuilding activities for the board and volunteers
- In your role, you will replace the president when necessary
- Ensure a positive and structured volunteer experience
- Monitor workgroups and supports their functioning
- Identify and resolves internal issues in collaboration with the President
- Maintain long-term relationships with former members and organises alumni engagement activities
You are…
- Caring
- A team player
- Creative
- Open minded and easy to interact with
- Responsible
Does this position sound like something for you? Do not hesitate and send your motivation letter and resume to bod@esnleuven.be. We are looking forward to getting to know you!
Finance Manager
About the position
The Finance Manager ensures that ESN Leuven remains financially healthy, transparent, and compliant with legal requirements. This role is not just about tracking money, but about enabling informed decision-making and long-term sustainability.
Your Responsibilities
- Maintain accurate financial records according to Belgian law
- Review budgets for events and projects
- Manage financial tools and spreadsheets
- Oversee purchasing and payments
- Create and manages budgets
- Track profits and losses
- Provide financial insights to support decision-making
You are…
- Trustworthy
- Good with Google Spreadsheets and numbers
- Punctual
- Able to keep an overview
Does this position sound like something for you? Do not hesitate and send your motivation letter and resume to bod@esnleuven.be. We are looking forward to getting to know you!
Secretary
About the position
The Secretary is responsible for structure, documentation, and communication flow within the organisation. This role ensures that information is properly recorded, accessible, and communicated, which is essential for continuity and professionalism.
Your Responsibilities
- Take and organise notes of the weekly board meetings
- Manage and respond through ESN Leuven’s general communication channels such as e-mail, instagram and facebool DM’s…
- Ensure proper record-keeping
- Update ESN platforms (e.g. international website)
- Support administrative systems like ESNcards and inventory
- Stay well informed about what happens within the organisation
You are…
- Organised
- A strong communicator
- Friendly
Does this position sound like something for you? Do not hesitate and send your motivation letter and resume to bod@esnleuven.be. We are looking forward to getting to know you!
Local Representative (LR)
Introduction
The Local Representative connects ESN Leuven to the wider ESN network. This role ensures that the local section stays informed, engaged, and aligned with national and international developments.
Your Responsibilities
- Represent ESN Leuven at national and international levels of the organisation
- Attend official ESN events and meetings in Belgium and Europe
- Keep the board updated on opportunities and changes within ESN
- Encourage cooperation with other ESN sections
- During official events you network with other ESN sections
- Share best practices and experiences
You are…
- Social and you easily meet new people
- Communicative
- Well-informed
- Into networking
Does this position sound like something for you? Do not hesitate and send your motivation letter and resume to bod@esnleuven.be. We are looking forward to getting to know you!
Marketing Manager
Introduction
The Marketing Manager shapes how ESN Leuven is perceived externally. This role combines creativity with strategy to promote events, build a strong brand, and ensure students are informed and engaged.
Your Responsibilities
- Responsible for promoting events and partnerships on our different social media platforms
- Design visuals such as banners and write engaging captions
- Ensure consistency in branding
- Manage and lead your specific workgroup will help you in creating promotional materials
- Develop and executes marketing strategies
- Work closely with the Marketing Workgroup
You are…
- Creative
- Passionate
- Organised
- Communicative
Does this position sound like something for you? Do not hesitate and send your motivation letter and resume to bod@esnleuven.be. We are looking forward to getting to know you!
Partnerships Manager
About the position
The Partnerships Manager builds and maintains relationships with external partners that provide added value to ESN Leuven. This role focuses on creating mutually beneficial collaborations that support both events and the organisation financially or strategically.
Your Responsibilities
- Identify and secure new partnerships that align with ESN Leuven’s goals
- Maintain and strengthen long-term relationships with existing partners
- Negotiate agreements, benefits, and collaborations with partners
- Coordinate partner involvement in events and initiatives
- Organise events and activities to showcase and promote partners
- Collaborate with board members to integrate partnerships into the overall strategy
You are…
- Good at negotiations
- Communicative
- Organised
- Passionate
Does this position sound like something for you? Do not hesitate and send your motivation letter and resume to bod@esnleuven.be. We are looking forward to getting to know you!
IT Manager
About the position
The IT Manager ensures that the digital infrastructure of ESN Leuven supports efficient and modern operations. This role focuses on maintaining and improving systems that facilitate communication, organisation, and automation.
Your Responsibilities
- Maintain and update the ESN Leuven website
- Improve and optimise internal digital tools and systems
- Support board members with technical solutions and troubleshooting
- Identify opportunities to automate processes and improve efficiency
- Ensure smooth functioning of digital platforms used within the organisation
- Align local systems and developments with ESN Belgium IT initiatives
You are…
- A problem-solver
- Eager to learn
- Proactive
- Patient
Does this position sound like something for you? Do not hesitate and send your motivation letter and resume to bod@esnleuven.be. We are looking forward to getting to know you!
4. Event Functions
Cultural Activities Coordinator
About the position
The Cultural Activities Coordinator focuses on creating meaningful experiences that expose international students to culture, diversity, and local traditions.
Your Responsibilities
- Organise cultural events (e.g. museums, dinners, performances)
- Coordinate and coache the Cultural Workgroup
- Organise day trips to different Belgian cities
- Leep students up to date about local events happening in and around Leuven
You are…
- Interested in culture
- Social
- A motivated team leader
- A planner
Does this position sound like something for you? Do not hesitate and send your motivation letter and resume to bod@esnleuven.be. We are looking forward to getting to know you!
Social Events Coordinator (shared position)
About the position
The Social Events Coordinator, is responsible for the organisation and operational leadership of a wide range of social events, with a particular focus on nightlife in Leuven (parties & cantus). This is a shared position, meaning you will work closely together with another coordinator to plan, organise, and execute events. During your events, you have a strong focus on the social aspect and create a place where people can meet each other easily.
Your Responsibilities
- Responsible for organising and leading cantus and parties
- Plan, organise, and execute a variety of other social events (e.g. game nights, cocktail night, beerpong)
- Have the opportunity to learn how to lead a cantus
- Coordinate and coach a workgroup
- Work closely with your co-coordinator to divide tasks, align planning, and support each other
You are…
- Social
- Motivated
- A team leader
- Creative
- Well organised
Does this position sound like something for you? Do not hesitate and send your motivation letter and resume to bod@esnleuven.be. We are looking forward to getting to know you!
Sports Coordinator
About the position
The Sports Coordinator promotes an active and healthy lifestyle by organising sports-related activities that are inclusive and engaging.
Your Responsibilities
- Organise and coordinate a variety of sports events
- Take primary responsibility for organising the 24-hour run
- Oversee and coordinate the teams of ESN Leuven competing in the Inter Faculty Cup (IFB) competition
- Ensure accessibility and inclusivity for participants of different skill levels
- Manage sport coaches and oversee weekly sports sessions
- Coordinate and support a workgroup and sport coaches
You are…
- A leader
- Motivated
- Sporty
- Communicative
Does this position sound like something for you? Do not hesitate and send your motivation letter and resume to bod@esnleuven.be. We are looking forward to getting to know you!
Trips Coordinator
About the position
The Trips Coordinator creates opportunities for students to explore cities outside of Belgium, combining travel with social and cultural experiences.
Your Responsibilities
- Organise and coordinate city trips outside of Belgium
- Organise and coordinate weekend trips in and outside of Belgium, with a strong focus on the Welcome Weekend (Ardennes)
- Manage all logistics, including transportation, accommodation, and planning
- Ensure a smooth and enjoyable experience for participants before, during, and after each trip
- Coach, coordinate, and support your workgroup
- Manage and monitor the budget for all trips
You are…
- A motivated team leader
- Decisive
- Social
- Responsible
Does this position sound like something for you? Do not hesitate and send your motivation letter and resume to bod@esnleuven.be. We are looking forward to getting to know you!
Projects Coordinator
About the position
The Projects Coordinator connects ESN Leuven to broader social impact initiatives from ESN International, ensuring local engagement with meaningful causes.
Your Responsibilities
- Organise and coordinate awareness campaigns and fundraising activities
- Translate ESN International projects into local initiatives within ESN Leuven
- Ensure activities reflect and promote ESN values (culture, education & youth, environmental sustainability, health & well-being, skills & employability, social inclusion)
- Coordinate, coach, and support your workgroup
- Collaborate with other board members to integrate social impact into events and initiatives
- Build partnerships or collaborations that strengthen the impact of projects
You are…
- A teamplayer
- Creative
- Enthousiastic
- Well-informed
Does this position sound like something for you? Do not hesitate and send your motivation letter and resume to bod@esnleuven.be. We are looking forward to getting to know you!