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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