Conference & Event Assistant

About IGDS

The Intercontinental Group of Department Stores (IGDS) is the largest global association exclusively dedicated to department stores. Headquartered in Zurich and founded in June 1946 in Lugano, Switzerland as a non-profit organisation, by eight pioneering European department stores, IGDS was originally established to share expertise and purchasing power among its members.

IGDS brings together C-suite executives, senior leaders and retail innovators from every continent. Through annual CEO summits, regular publications (such as “The Weekly”), newsletters, member-only intelligence and store-openings focus, IGDS keeps its members at the forefront of trends, innovation and best practice in department-store retail.

In order to complete our team, we are looking the role of Event Assistant. In this function, the incumbent will support and assist the Event & Conference Manager and work closely with the team.

Event planning & coordination

Assist to plan, coordinate, and help deliver international events. Prepare timelines, logistical checklists, and run-of-show documents. Coordinate with member companies, hotels, and suppliers across time zones. Manage participant registrations, confirmations, and updates (e.g., via Evenito). Prepare presentations, programmes, signage, name badges, and other materials.

On-site event support

Travel internationally to support the team on site. Oversee registration desks, guest management, and room setups. Liaise with hotel operations, AV, transport, and catering partners. Support speakers, VIPs, and delegates professionally and promptly. Troubleshoot last-minute issues to keep the event running smoothly.

Supplier & partner liaison

Maintain regular communication with venues, agencies, and partners. Collect and consolidate quotes, assist with negotiations, and support budget tracking with the Events Manager. Ensure suppliers meet IGDS brand standards and service expectations.

Post-event follow-up

Contribute to debriefs, photo selections, and event reports. Track and organise invoices and financial documents. Support evaluations and keep accurate files for future planning.

Administrative & internal support

Maintain the IGDS event database, contact lists, and shared docs. Prepare travel itineraries and internal schedules for the events team. Support internal webinars, hybrid meetings, and other digital events. Suggest ideas to improve efficiency, communication, and member experience.

Your Profile

Completed apprenticeship in administration or equivalent training. Strong command of English (excellent written skills); German a plus. Solid MS Office skills; familiarity with event platforms (e.g., Evenito) is an advantage. Highly organised, communicative, and able to manage multiple tasks at pace. Reliable, detail-focused, and professional with stakeholders at all levels. Already living in Zurich or Greater Zurich Area; Swiss Working permit

Working Conditions & Expectations

Employment level: 80%–100%. Workplace: on-site at IGDS, Zurich-Wiedikon (no home office). Travel: occasional international. Flexibility to work outside regular hours during event periods. Entry Date: immediate or upon agreement

How to Apply

Please email your letter of motivation, CV, and references to Andrea Junge at andrea.junge (at) igds.org.

Please make the subject of the email: Job Application – Events

This position would be ideally for a young candidate, that has just completed administration or equivalent training and would like to start their professional career.