Event & Office Coordinator

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