Event Operation Coordinator

• 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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