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
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