Congress & Events Coordinator

Key Responsibilities:

The following key responsibilities provide an overview of the role, though additional duties may be assigned as needed.

Meetings & Courses (Year-round)

• Coordinate hotel and flight bookings for faculty members
• Research and recommend restaurants and local services; compile practical information for attendees
• Assist in the preparation of Event Orders (catering, on-site logistics)
• Prepare, send, and follow up on participant and faculty invitations
• Manage expense reimbursements
• Track and follow up on event-related invoices and payment

Annual Congress Operations

• Monitor and update Congress website content
• Plan and manage on-site personnel (hostesses, security)
• Distribute and manage return of office keys on-site
• Support cleaning and hygiene protocol enforcement
• Oversee daily bus parking and transportation logistics
• Assist in preparing the staff guide and operational support for social events
• Organize the staff dinner
• Coordinate office and session room furniture orders and setup
• Prepare on-site schedules and agendas for site visits
• Contribute to the budget planning for assigned responsibilities

Event Registration (excluding the Annual Congress)

• Manage registration process and respond to participant inquiries (email/phone)
• Process payments and update the registration system
• Send payment reminders and follow up as needed
• Prepare participant documents (e.g. visa letters, templates, practical info)
• Issue manual invoices when required

Your Profile

• 2–3 years of professional experience, ideally in an international setting
• Background in event management is an asset
• A strong team player with excellent interpersonal and communication skills
• Excellent command of English; additional languages are an advantage
• Familiarity with congress or event registration processes
• Strong multitasking, prioritization, proactiveness and time management skills
• Willingness to travel, including occasional weekends and up to 10 days during the annual Congress
• Proficient in MS Office
• Well-developed project management and organizational skills
• High attention to detail and a solution-oriented mindset
• Swiss citizen or valid B working permit

Application Process
If you are interested in this position and see yourself contributing to our mission, please submit your full application (cover letter, CV, and diplomas).
Please note: Only shortlisted candidates will be contacted. We do not accept candidates through agencies.

jid9764157a jit0731a jiy25a