JOB PROFILE
Event Operations Coordinator
International Events & Congresses
Company: Professional Derma Location: Canton Ticino, Switzerland Employment: Permanent position – Direct employment Working Model: Hybrid Reporting to: Event Director
Position Overview
Professional Derma is seeking an experienced, highly organized and hands-on Event Operations Coordinator to support the planning, organization and on-site execution of international corporate events, medical congresses, global summits and gala dinners.
The ideal candidate is a proactive, practical and detail-oriented professional with solid experience in event logistics, guest management and on-site coordination, capable of performing efficiently in fast-paced and high-pressure environments.
Key Responsibilities
Event Planning & Preparation
- Research and scout international hotels, conference facilities and event venues.
- Request, evaluate and compare proposals from hotels, venues and suppliers.
- Manage rooming lists, accommodation arrangements, room changes and last-minute modifications.
- Prepare and verify participant lists, gala dinner seating plans and operational schedules.
- Physically prepare, organize and distribute badges and attendance certificates.
Transfers & Guest Management
- Plan and coordinate airport and local transportation with external transfer agencies.
- Prepare and manage transfer lists, flight details and passenger allocations.
- Coordinate and assist participants during transfers, including meeting points, boarding, departures and returns.
- Handle schedule changes, delays, cancellations and unexpected logistical issues.
On-Site Event Coordination
- Actively coordinate event operations on-site, ensuring smooth execution of all scheduled activities.
- Liaise with hotels, suppliers, transportation providers and event staff.
- Organize, brief and supervise hostesses and support staff.
- Assist participants and manage operational requests and last-minute changes.
- Ensure effective implementation of the Event Director’s instructions and operational procedures.
Candidate Requirements
- 3–5 years of proven hands-on experience in corporate events, international congresses, MICE or event agencies.
- Demonstrated experience in on-site event operations, ideally involving large international groups.
- Strong organizational skills, attention to detail and ability to manage multiple tasks simultaneously.
- Excellent ability to work under pressure, maintaining efficiency, accuracy and a solution-oriented approach.
- Practical mindset, flexibility, responsiveness and strong problem-solving skills.
- Ability to work independently on assigned tasks while respecting reporting lines and established procedures.
- Fluent Italian and English, both written and spoken.
- Excellent command of Excel and Microsoft Office.
- Willingness to travel internationally and work flexible hours during events.
Additional Information
- Permanent employment with a Swiss-based company.
- Hybrid working arrangement, subject to applicable employment regulations.
- Candidates residing in the provinces of Varese and Como are particularly welcome.
We are looking for a reliable, operationally experienced professional who enjoys being directly involved in event execution and can effectively support the Event Director in delivering high-quality international events.
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