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.