Event Operation Coordinator

JOB PROFILEEvent Operations CoordinatorInternational Events & Congresses

Company: Professional Derma

Location: Canton Ticino, Switzerland
Employment: Permanent position – Direct employment
Working Model: Hybrid
Reporting to: Event DirectorPosition OverviewProfessional 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.