Event Coordinator (60%)

Location: Zurich, Switzerland

Workload: 60% (with potential increase to 80%)

Travel: Occasional travel within Europe required

Industry: Non-profit / Philanthropy (Scientific Research Fundraising & Outreach)

About Our Client

Our client is a leading non-profit organization dedicated to supporting world-class scientific research through fundraising and outreach activities across Europe. As part of their mission, they organize a variety of high-profile events, conferences, and meetings for internal and external stakeholders. They are seeking a highly skilled, part-time Event Coordinator to join their dynamic team in Zurich.

Role Overview

As an Event Coordinator, you will play a key role in ensuring our client’s events are efficient, cost-effective, and memorable. You will collaborate closely with the professional team and lay leaders, manage communications with vendors, and provide on-site support for major events. This position requires a creative, business-driven mindset and excellent administrative and operational skills.

Key Responsibilities

• Organize 15-20 events per year, ranging from exclusive lunches and dinners (10+ guests) to gala dinners (120-150 guests), board meetings, and major biennial pan-European events.
• Develop a complete understanding of requirements for each event.
• Prepare detailed event budgets for management approval.
• Research, select, and negotiate with vendors based on suitability, creativity, quality, and cost.
• Book venues and finalize contracts.
• Coordinate all event functions (setup, catering, audio/visual, photography, technical support, decoration, security, etc.).
• Create detailed event lineups and schedules.
• Provide on-site support and problem resolution during major events.
• Be prepared to assume key administrative responsibilities in the absence of the Officer of Administration and Operations.

Skills & Qualifications

• Bachelor’s degree (or equivalent) in hospitality management, business administration, or event management.
• At least 3 years’ experience in event planning or coordination (experience in the hotel industry is a plus).
• Experience managing budgets and tracking expenses.
• Proven track record of creative, successful events.
• Proficiency in Microsoft 365.
• Full proficiency in English; German is a plus.
• Excellent organizational, communication, negotiation, and multitasking skills.
• Ability to remain calm under pressure and maintain a customer-service mindset at all times.
• Based in Zurich, Switzerland, and willing to travel within Europe.

Why Join Our Client?

This is an exciting opportunity to organize exclusive, high-level events and work closely with senior management to advance the mission of a world-renowned scientific research organization. If you have a passion for event management and thrive in an international, fast-paced environment, we look forward to your application!