Events Manager

The SIB Swiss Institute of Bioinformatics is an internationally recognized non-profit organization, dedicated to biological and biomedical data science. Its data scientists are passionate about creating knowledge and solving complex questions in many fields, from biodiversity and evolution to medicine. They provide essential databases and software platforms as well as bioinformatics expertise and services to academic, clinical, and industry groups. SIB federates the Swiss bioinformatics community of some 900 scientists, encouraging collaboration and knowledge sharing. The Institute contributes to keeping Switzerland at the forefront of innovation by fostering progress in biological research and enhancing health.

Curious? Please click here to learn more about working at SIB.

• Coordinate the one-day tutorials and workshops (T&W) programme and the focus sessions (4 x 1 hour slots), in collaboration with their respective committees and organizers. 
• Plan and organize meetings (invitations, agendas, minutes, and follow-up on actions). 
• Support the review and selection processes: compile proposal summaries, coordinate evaluations, notify submitters/confirmed speakers and track participation confirmations. 
• Liaise with selected organizers and invited speakers to gather detailed schedules and ensure compliance with deadlines. 
• Manage logistical arrangements: room allocations, equipment, materials, and on-site requirements. 
• Ensure accurate and timely integration of programme details into the conference website and online agenda. 
• Lead on-site delivery, coordinating volunteers, supporting organizers, and resolving real-time issues. 
• Contribute to the promotion of these sessions through newsletters, targeted mailings, and social media posts.

• Design and coordinate the conference’s social and networking activities together with the Social Committee.
• Identify and liaise with local partners, venues, and suppliers to deliver engaging participant experiences. 
• Manage registrations, communications and participant information (schedules, logistics, updates) 
• Supervise on-site activities, acting as main contact for participants, partners, and volunteers.

• Oversee the procurement, production and delivery of conference materials (bags, signage, goodies, stickers etc.) 
• Collaborate with the Communications team to ensure materials and visuals meet branding and timeline requirements. 
• Handle participant and stakeholder communications for assigned areas (scientific sessions and social programme). 
• Provide structured programme 
• Design progress updates to the Events team and supervisor. 
• Contribute to post-event activities: financial reconciliation, feedback analysis, and reporting.

• University degree in Communications/Event Management or a related field or equivalent 
• At least five years of experience in organizing large-scale events or conferences, ideally in a scientific context 
• Proven ability to coordinate multiple stakeholders — including committees, suppliers, and participants — throughout all event phases (planning, on-site, and post-event). 

• Excellent project management skills, with the ability to manage multiple projects simultaneously. 
• Proficiency with office and collaboration tools (Excel, Teams, SharePoint, Outlook). 
• Ability to update and maintain website content using a content management system. 
• Experience contributing to social media and newsletter communication for events. 
• Strong command of English and French, both written and spoken (minimum level C1). 
• Familiarity with conference management platforms (e.g., EasyChair) an asset.

• Strong organizational and methodical abilities, with excellent attention to detail. 
• Autonomous and reliable, capable of independently planning, prioritizing, and carrying out assigned projects from start to finish.
• Capacity to work under pressure and meet tight deadlines.
• Proactive, responsive, and solution-oriented approach.
• Comfortable in a fast-paced, collaborative environment. 
• Excellent interpersonal skills and strong team spirit. 
• Flexible and enthusiastic.