Event & Office Coordinator (gn)

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