/ L'annuaire des offres d'emploi en Suisse Romande
n/a n/a Lausanne CH
full-time

Congress & Events Coordinator

Entreprise
European Respiratory Society
Lieu
Lausanne
Date de publication
30.07.2025
Référence
4938196

Description

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

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