Event Operation Coordinator

PROFESSIONAL DERMA SA; Ticino; Hybrid; CHF 70,000 - 110,000; Full time

Job summary

Professional Derma in Canton Ticino, Switzerland seeks an experienced Event Operations Coordinator to plan, organize and execute international corporate events, medical congresses, and galas. You will manage hotels, guest logistics and on-site teams, ensuring seamless delivery under pressure in a hybrid work model.

The role requires 3–5 years in corporate events, strong organizational skills, fluency in Italian and English, and the ability to travel internationally.

Qualifications

• 3–5 years hands-on experience in corporate events, international congresses or MICE.
• Experience in on-site event operations for large international groups.
• Strong organizational skills and ability to multitask under pressure.
• Willingness to travel internationally and work flexible hours during events.
• Able to work independently while respecting reporting lines and procedures.
• Fluency in Italian and English (written and spoken).
• Proficient in Excel and Microsoft Office.

Responsibilities

• Research and scout international hotels, venues, and conference facilities.
• Evaluate and compare proposals from hotels, venues, and suppliers.
• Manage rooming lists, accommodations, changes and last-minute modifications.
• Prepare participant lists, gala seating plans and schedules.
• Distribute badges and attendance certificates.
• Coordinate airport and local transfers with external agencies.
• Prepare transfer lists, flight details and passenger allocations.
• Assist participants during transfers and handle schedule changes.
• Coordinate on-site operations and liaise with hotels, suppliers, and staff.
• Brief and supervise hostesses and support staff; implement the Event Director’s instructions.

Skills

Fluent Italian

Fluent English

Organizational skills

Attention to detail

Multitasking

Work under pressure

Independent work style

Flexibility

Problem solving

Tools

Excel

Microsoft Office

Job description

Company: Professional Derma Location: Canton Ticino, SwitzerlandEmployment: Permanent position – Direct employmentWorking Model: HybridReporting 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.