Events Coordinator (100

The European Academy of Allergy and Clinical Immunology (EAACI) is the leading professional association for clinicians, researchers, allied healthcare professionals, and patient advocates dedicated to improving the lives of people affected by allergic and immunologic diseases.

With more than 20,000 members across 150+ countries, 50+ National Allergy Societies, and a global network of scientific experts, EAACI serves as the leading authority in allergy and clinical immunology through education, research, advocacy, guidelines, and scientific exchange.

EAACI Headquarters, based in Zurich, Switzerland, provides the operational, financial, and administrative backbone that enables the Academy's scientific, educational, and membership activities to run smoothly and in full compliance with Swiss regulatory requirements.

For our Congress & Events team, we are seeking an organized, proactive Events Coordinator (100%) to support the planning, coordination, and onsite delivery of EAACI's Annual Congress, Focused Meetings, Educational Events, and other EAACI events.

The Events Coordinator will provide hands-on coordination across the event lifecycle — from planning and budget tracking to vendor and venue logistics, registration platform set-up, and onsite delivery — helping ensure every EAACI event runs smoothly and delivers a high-quality experience for delegates, speakers, sponsors, and volunteers.

The role works closely with the Congress & Events Manager, the wider Congress & Events team, EAACI volunteers and committees (Scientific Program Committees, Organising Committees), and the Marketing & Communications, IT, and Membership & Registration teams.

• Support the planning and coordination of assigned EAACI events (Focused Meetings, Allergy Schools, Winter Schools, and the Annual Congress), in virtual, hybrid, and in-person formats.
• Assist in developing and maintaining event project timelines, ensuring key milestones and deadlines are tracked and communicated.
• Coordinate with EAACI volunteers supporting event organisation (Scientific Program Committees, Organising Committees, etc.) and follow up on outstanding actions.
• Support budget tracking for assigned events, including monitoring expenditure and processing speaker expense reimbursements and event invoices.
• Assist the Congress & Events Manager and Senior Events Specialist with venue sourcing, comparisons, and site inspections.

• Support the onsite delivery of assigned events from set-up through close, including registration desk coordination, signage, and room logistics.
• Assist with badge production, delegate flow, and attendee support during congresses, focused meetings, and schools.
• Act as an onsite point of contact for suppliers, venue staff, and attendees, resolving day-to-day issues promptly and professionally.
• Support post-event wrap-up activities, including debriefs, supplier invoice reconciliation, and reporting.
• Coordinate with venues, hotels, and suppliers to confirm bookings, requirements, and deadlines for assigned events.
• Support the sourcing and comparison of vendor quotes for catering, AV, printing, and other event services.
• Track supplier contracts and deliverables for assigned events, flagging risks or delays to the Congress & Events Manager.
• Liaise with the Customer Relationships Specialist on sponsorship logistics tied to assigned events, including exhibition space, industry symposia, and sponsor benefit fulfilment.

• Set up and update event websites and registration platforms in collaboration with the IT and Marketing & Communications teams.
• Support the Marketing & Communications team with event promotional materials, printed programs, and abstract book coordination.
• Liaise with the Membership & Registration team on registration data, reporting, and attendee queries for assigned events.
• Provide administrative and coordination support for Executive Committee meetings and other internal events, as needed.
• Maintain accurate and up-to-date event documentation, checklists, and timelines.
• Report regularly on the progress and planning…