Event Coordinator Role
The European Respiratory Society is an international organization that brings together professionals in the field of respiratory medicine.
We are seeking a dedicated Event Coordinator to support our Congress & Events team. The ideal candidate will work independently and maintain clear communication with the manager by providing operational feedback and updates.
Key Responsibilities:
* Coordinate logistics for meetings and courses, including hotel and flight bookings for faculty members.
* Research and recommend restaurants and local services; compile practical information for attendees.
* Assist in preparing event orders (catering, on-site logistics).
* Prepare, send, and follow up on participant and faculty invitations.
* Manage expense reimbursements and track event-related invoices and payments.
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.
Event Registration
* 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 (visa letters, templates, practical info).
* Issue manual invoices when required.
Requirements
* 2–3 years of professional experience, ideally in an international setting.
* Background in event management or a related field.
* Strong teamwork and communication skills.
* Excellent command of English; additional languages 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.
This role involves close collaboration with the broader team and requires a proactive and organized individual who can prioritize tasks effectively.