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.
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