Events Operations Coordinator

Objective of the position

The purpose of the position is the professional, efficient and service-oriented management of participant management for Ivoclar's international exhibitions, congresses and events.

The role ensures smooth operation and continuous development of the Cvent tool, guarantees high data quality and compliance, and creates a positive participant experience throughout the entire registration and communication process.

In doing so, the position makes a significant contribution to relieving the event teams operationally, standardizing global processes and successfully implementing our event strategy.

Responsibilities

Platform Management & Registration Operations

· Serve as the central point of contact for the operational setup and management of Cvent-based registration processes across all Ivoclar business units globally.

· Plan, implement and follow up on registration processes for national and international trade fairs, congresses, meetings and events, managing multiple concurrent projects across participant volumes ranging from small meetings to large-scale events.

· Create, configure, test and maintain event websites, registration forms, ticketing structures, session management, agendas and attendee journeys within Cvent.

· Collaborate closely with Exhibitions & Events to ensure efficient and seamless event operations.

Communication & Participant Experience

· Create, maintain and distribute invitations, confirmations, reminders, updates and follow-up communications using standardized templates, workflows and approval processes.

· Handle participant and stakeholder inquiries via email and phone and support registrations, modifications, cancellations and technical troubleshooting.

· Plan and provide remote support for attendee management, registration processes, check-in procedures, badging, QR-code scanning and issue resolution before and during events.

Data Quality, Reporting & Analytics

· Maintain, validate and cleanse participant data and ensure high levels of data accuracy and integrity.

· Create and maintain operational and management-level reports and dashboards, including participant analytics, event performance reporting and cross-event participation analyses.

· Support data synchronization and reporting processes between Cvent and Salesforce in collaboration with relevant stakeholders.

Governance, Compliance & Platform Administration

· Define, maintain and enforce global standards, templates and best practices for registration processes, communications, reporting and data management within Cvent.

· Ensure event configurations comply with established governance standards, internal policies and operational requirements.

· Ensure registration processes are executed in accordance with GDPR requirements, internal data governance standards and guidance provided by Legal and Data Protection functions.

· Administer user roles, permissions and access rights within the Cvent platform according to approved governance standards.

Training, Documentation & Continuous Improvement

· Provide training, onboarding and user support for internal stakeholders using Cvent.

· Develop and maintain user documentation, process guides, training materials, checklists and reusable templates to support global process standardization.

· Identify opportunities to improve automation, user experience, reporting capabilities and operational workflows; test and implement approved enhancements in collaboration with relevant stakeholders.

Secondary Duties: Marketing Communications Support

· Provide administrative and project coordination support to the Global Marketing Communications department, including scheduling, agenda preparation, deadline tracking and approval coordination.

· Assist with operational marketing tasks such as material distribution, maintenance and filing of marketing assets, and support of CVM activities.

· Support internal alignments and travel coordination for the Marketing Communications team as requested.

General Obligations

· Implementation and fulfillment of the safety manual's requirements

· Implementation and fulfillment of the personnel handbook's requirements

· Implementation and fulfillment of the regulatory requirements

· Acts as a role model in accordance with the Corporate Values of the Ivoclar Group.

Requirements

· Minimum 3 years of hands-on experience working with Cvent in an event registration, event operations or event technology environment.

· Proven experience managing registration processes for multiple concurrent events in an international business environment.

· Strong working knowledge of Cvent Registration, OnArrival, Attendee Hub, Surveys, Email Communications and Integration capabilities.

· Advanced Microsoft Excel skills.

· Experience working with Salesforce data and reporting processes is considered an advantage.

· Fluent written and spoken English is required.

· Strong attention to detail and commitment to data quality and accuracy.

· Excellent organizational, planning and prioritization skills.

· Ability to manage multiple projects simultaneously and meet deadlines in a fast-paced environment.

· Customer-focused mindset with strong stakeholder management and communication skills.

· Process-oriented approach with a continuous improvement mindset.

· Ability to work independently while collaborating effectively across a global matrix organization.

· Degree or equivalent qualification in Event Management, Marketing, Business Administration or a related field, combined with a strong affinity for technology and digital platforms.

· High standards for accuracy, data quality and participant experience.

· Friendly, solution-oriented and professional in dealing with participants and VIPs.

· Careful handling of data, communication and processes with a zero-error mindset.

· Organized, reliable, proactive and able to work without close daily supervision.

· Able to maintain an overview and remain calm when managing several parallel events and peak phases.

· Clear coordination with stakeholders worldwide; collaborative and confident in intercultural settings.