Events Coordinator (100%)

The European Academy of Allergy and Clinical Immunology (EAACI) is the leading professional association for clinicians, researchers, allied healthcare professionals, and patient advocates dedicated to improving the lives of people affected by allergic and immunologic diseases.

With more than 20,000 members across 150+ countries, 50+ National Allergy Societies, and a global network of scientific experts, EAACI serves as the leading authority in allergy and clinical immunology through education, research, advocacy, guidelines, and scientific exchange.

EAACI Headquarters, based in Zurich, Switzerland, provides the operational, financial, and administrative backbone that enables the Academy's scientific, educational, and membership activities to run smoothly and in full compliance with Swiss regulatory requirements.

Position Summary

For our Congress & Events team, we are seeking an organized, proactive Events Coordinator (100%) to support the planning, coordination, and onsite delivery of EAACI's Annual Congress, Focused Meetings, Educational Events, and other EAACI events.

The Events Coordinator will provide hands-on coordination across the event lifecycle — from planning and budget tracking to vendor and venue logistics, registration platform set-up, and onsite delivery — helping ensure every EAACI event runs smoothly and delivers a high-quality experience for delegates, speakers, sponsors, and volunteers.

The role works closely with the Congress & Events Manager, the wider Congress & Events team, EAACI volunteers and committees (Scientific Program Committees, Organising Committees), and the Marketing & Communications, IT, and Membership & Registration teams.

Key Responsibilities

• Event Planning & Coordination
• Support the planning and coordination of assigned EAACI events (Focused Meetings, Allergy Schools, Winter Schools, and the Annual Congress), in virtual, hybrid, and in-person formats.
• Assist in developing and maintaining event project timelines, ensuring key milestones and deadlines are tracked and communicated.
• Coordinate with EAACI volunteers supporting event organisation (Scientific Program Committees, Organising Committees, etc.) and follow up on outstanding actions.
• Support budget tracking for assigned events, including monitoring expenditure and processing speaker expense reimbursements and event invoices.
• Assist the Congress & Events Manager and Senior Events Specialist with venue sourcing, comparisons, and site inspections.
• Onsite Event Delivery
• Support the onsite delivery of assigned events from set-up through close, including registration desk coordination, signage, and room logistics.
• Assist with badge production, delegate flow, and attendee support during congresses, focused meetings, and schools.
• Act as an onsite point of contact for suppliers, venue staff, and attendees, resolving day-to-day issues promptly and professionally.
• Support post-event wrap-up activities, including debriefs, supplier invoice reconciliation, and reporting.
• Coordinate with venues, hotels, and suppliers to confirm bookings, requirements, and deadlines for assigned events.
• Support the sourcing and comparison of vendor quotes for catering, AV, printing, and other event services.
• Track supplier contracts and deliverables for assigned events, flagging risks or delays to the Congress & Events Manager.
• Liaise with the Customer Relationships Specialist on sponsorship logistics tied to assigned events, including exhibition space, industry symposia, and sponsor benefit fulfilment.
• Cross-Team Collaboration & Communications
• Set up and update event websites and registration platforms in collaboration with the IT and Marketing & Communications teams.
• Support the Marketing & Communications team with event promotional materials, printed programs, and abstract book coordination.
• Liaise with the Membership & Registration team on registration data, reporting, and attendee queries for assigned events.
• Provide administrative and coordination support for Executive Committee meetings and other internal events, as needed.
• Maintain accurate and up-to-date event documentation, checklists, and timelines.
• Report regularly on the progress and planning of assigned events to the Congress & Events Manager.
• Benchmark regularly against comparable association and industry events to identify ideas for improvement.
• Contribute to the continuous improvement of internal event planning and onsite delivery processes.
• Provide general support across the Congress & Events team portfolio, as required.

Requirements

• Events Experience
• Bachelor's degree or equivalent qualification in Event Management, Hospitality, Business Administration, or a related field.
• 1-2+ years of professional experience in event coordination, congress/conference operations, or association management.
• Experience working within a non-profit, association, medical/scientific congress, or professional services environment is an advantage.
• Experience with event/registration platforms and project management tools is an advantage.

Skills

• Strong organisational and multitasking skills, with the ability to manage multiple events and deadlines simultaneously.
• Excellent attention to detail and accuracy in logistics, budgets, and documentation.
• Strong written and verbal communication skills, comfortable liaising with volunteers, vendors, and internal teams.
• Proficiency in Microsoft Office (Excel, Power Point) and familiarity with event/registration management systems.
• Excellent written and spoken English, other languages are an advantage.
• Ability to stay calm and solutions-focused under time pressure, particularly onsite.
• Personal Attributes
• Highly organized, reliable, and proactive.
• Collaborative team player, comfortable working across departments and with volunteers.
• Flexible and adaptable to changing event needs and timelines.
• Able to work independently and take ownership of assigned tasks.
• Comfortable managing competing priorities in a dynamic, fast-paced setting.
• Strong service orientation toward delegates, speakers, sponsors, and volunteers.
• Willingness to travel for onsite event delivery.
• Key Success Measures
• Smooth, well-organized delivery of assigned events, from planning through onsite execution.
• Accurate and timely event documentation, budgets, and reporting.
• Positive feedback from delegates, speakers, volunteers, and sponsors.
• Strong collaboration and communication with the Congress & Events team and cross-functional departments.
• Contribution to the continuous improvement of event planning and delivery processes.

Employment Type

Full-time (100%)

Travel

Moderate; travel required for onsite delivery of EAACI Congresses, Focused Meetings, and other events.

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