Congress & Events Coordinator
Infos sur l'emploi
- Date de publication :28 juillet 2025
- Taux d'activité :100%
- Type de contrat :Durée indéterminée
- Lieu de travail :Avenue Ste-Luce 4, 1003 Lausanne
The European Respiratory Society (ERS) is an international organization uniting physicians, healthcare professionals, scientists, and other experts in the field of respiratory medicine. As one of the leading medical organizations in this domain, ERS has a growing membership spanning over 140 countries.
We are currently seeking a Congress & Events Coordinator to provide high-level, proactive organizational and administrative support to our Congress & Events team. Reporting to the Congress and Events Operations Manager, the ideal candidate will work independently, take initiative, and maintain clear, regular communication with the manager by providing operational feedback and updates. The role involves close collaboration with the broader team and requires a hands-on, solution-oriented mindset.
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.
