Description

The European Respiratory Society (ERS) is an international organization un
Congress & Events Assistant (Maternity Cover) 100%
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.
Congress & Events Assistant (Maternity Cover) 100%
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
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 ( visa letters, templates, practical info)
Issue manual invoices when required
Event Registration (excluding the Annual Congress)
Annual Congress Operations
Monitor and update Congress website content
Distribute and manage return of office keys on-site
Support cleaning and hygiene protocol enforcement
Assist in preparing the staff guide and operational support for social events and staff dinner
Coordinate office and session room furniture orders and setup
Contribute to the budget planning for assigned responsibilities
Your Profile
1-2 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
Customer oriented, high attention to detail and a solution-oriented mindset
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
Good organizational skills
Swiss or Swiss work permit holder
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. jid4402d99aen jit0626aen jpiy26aen