Event & Office Coordinator

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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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