Event & Office Coordinator (gn)

Broeder Ruckh Consulting GmbH; Frankfurt; On-site; EUR 42,000 - 56,000; Full time

Job summary

Broeder Ruckh Consulting GmbH is seeking an Event & Office Coordinator near Frankfurt to plan and run national and international educational events. You will manage registrations, travel arrangements, and on-site logistics while coordinating with speakers, distributors, hotels, and service providers.

The role requires strong organizational skills, fluency in English and German, and proficiency in MS Office.

Qualifications

• Excellent organizational skills with the ability to manage multiple projects and deadlines.
• Very good English and German communication skills, both written and spoken, are required.
• Confident user of MS Office, particularly Excel, Outlook, and PowerPoint.
• Experience with CRM or ERP systems is an advantage.

Responsibilities

• Plan, organize, and coordinate national and international educational events, including cadaver courses, live surgery observations, hands-on workshops, study clubs, congresses, and distributor meetings.
• Coordinate with speakers, KOLs, doctors, distributors, training centers, hotels, and external service providers.
• Manage event registrations, participant communication, confirmations, and follow-ups.
• Arrange travel, accommodation, transportation, catering, and other event-related logistics.
• Prepare event schedules, checklists, participant lists, and organizational documents.
• Support on-site event execution, including setup, registration, and coordination with suppliers and participants.
• Monitor event budgets, expenses, invoices, and payments.
• Prepare post-event reports, participant feedback summaries, and event evaluations.

Skills

English & German communication

Organizational skills

Proactive problem solving

International collaboration

Service-oriented attitude

Education

Commercial or administrative education

Tools

Excel

Outlook

PowerPoint

Job description

About our client

Our client is an international medical technology company specializing in dental implantology that develops and markets a comprehensive portfolio of implant systems, prosthetic components, and surgical instruments for dentists and oral surgeons worldwide.

To strengthen their growing Academy and Events team, they are looking for a highly organized, proactive, and detail-oriented Event & Office Coordinator to support the planning, execution, and logistics of our international educational programs, congresses, and professional events.

Your Responsibilities

1. Event Planning & Coordination

• Plan, organize, and coordinate national and international educational events, including cadaver courses, live surgery observations, hands-on workshops, study clubs, congresses, and distributor meetings.

• Coordinate with speakers, KOLs, doctors, distributors, training centers, hotels, and external service providers.

• Manage event registrations, participant communication, confirmations, and follow-ups.

• Arrange travel, accommodation, transportation, catering, and other event-related logistics.

• Prepare event schedules, checklists, participant lists, and organizational documents.

• Support on-site event execution, including setup, registration, and coordination with suppliers and participants.

• Monitor event budgets, expenses, invoices, and payments.

• Prepare post-event reports, participant feedback summaries, and event evaluations.

2. Academy Warehouse & Inventory Management

• Maintain accurate records of all Academy inventory, including surgical kits, demo implants, prosthetic components, instruments, and marketing materials.

• Monitor stock levels, availability, and condition of Academy equipment and materials.

• Coordinate regular inventory checks and ensure proper stock documentation.

• Track surgical kits and equipment sent to courses, congresses, distributors, and speakers.

• Ensure the timely return, inspection, and replenishment of Academy materials after events.

• Coordinate with the EMEA warehouse team to ensure correct storage, handling, and stock movements.

• Maintain an organized and up-to-date Academy inventory tracking system.

3. Academy Orders & Shipment Coordination

• Prepare and manage internal Academy orders for implants, surgical kits, instruments, and educational materials.

• Coordinate the preparation, packing, and shipment of materials to national and international events.

• Ensure all event materials arrive at the correct destination on time.

• Prepare packing lists, shipment documentation, and necessary customs information in cooperation with the logistics team.

• Track deliveries and resolve shipment delays or missing items.

• Coordinate return shipments of equipment and unused materials after events.

• Monitor Academy material consumption and arrange timely replenishment.

• Maintain accurate records of orders, shipments, returns, and stock movements.

4. Academy Administration & Educational Program Support

• Maintain and regularly update the European Academy calendar.

• Support the planning and coordination of the annual EMEA educational program.

• Communicate with internal sales teams and international distributors regarding upcoming educational activities.

• Maintain participant databases, registration records, and course documentation.

• Coordinate certificates of participation and educational materials.

• Work closely with the Sales, Marketing, Academy, and Warehouse departments.

• Prepare weekly event status reports, including confirmed registrations, pending participants, upcoming deadlines, and logistics readiness.

• Ensure that all organizational and logistical tasks are completed according to established timelines.

Your Profile

• Completed commercial or administrative education, preferably in event management, business administration, logistics, hospitality, or a related field.

• Previous experience in event coordination, office administration, logistics, or educational program management.

• Excellent organizational skills with the ability to manage multiple projects and deadlines simultaneously.

• Strong attention to detail and a structured, independent working style.

• Very good English and German communication skills, both written and spoken, are required.

• Confident user of MS Office, particularly Excel, Outlook, and PowerPoint.

• Experience with CRM or ERP systems is an advantage.

• Strong communication skills and a professional, service-oriented attitude.

• Ability to work effectively with international teams, doctors, distributors, and external partners.

• Proactive problem-solving mindset, flexibility, and ability to work under pressure.

• Willingness to take responsibility and ensure that tasks are completed on time.

• Full availability to work on-site at our office — no home office option.

• Willingness and flexibility to travel within Germany and internationally, including occasional weekends, depending on the event schedule.

• Experience in the medical or dental industry is an advantage but not mandatory.

What They Offer

• A full-time position at our European headquarters close to Frankfurt, Germany.

• An international working environment within a growing medical technology company.

• A varied and responsible role combining event management, Academy operations, and logistics.

• The opportunity to participate in international congresses, educational courses, and professional events.

• Close collaboration with international teams, leading dental professionals, and business partners.

• Independent responsibilities and opportunities for professional development.

• A supportive team with short communication and decision-making processes