Title: Operations & Events Coordinator
Location: Boston, USA (in person)
Starting date: August 16 or upon agreement
Status: full-time (40 hrs/week)
Deadline to Apply: July 6, 2025 (applications considered on a rolling basis, please apply as soon as you’re able)

Reporting to the Operations Manager and with her support, the Operations and Events Coordinator (OEC) will oversee all building operations at the Swissnex office as well as the Swiss Residence in Lexington, MA. Additionally, the OEC partners with program managers to coordinate dozens of onsite and offsite events and activities each year.

Our ideal candidate will be highly responsible with some entry-level event or facility management experience. Some knowledge or fluency in German or French is a bonus for this role, since key aspects of managing our facility are conducted with German or French-speaking counterparts in Switzerland.

Operations & Event Logistics (40%)

• In coordination with Swissnex project managers and/or external clients, run event logistics and production for dozens of onsite and offsite activities per year. This includes capacity optimization, catering, space setup/cleanup, registration, basic audiovisual and tech support, and other assigned tasks.
• Maintain all event-related equipment, systems, facilities, and inventories.
• Create budgets, track spending, and ensure cost-effectiveness of operations and events.

Facilities (20%)

• Coordinate with external vendors and manage projects such as: maintenance, renovations, and construction
• Maintain and support compliance with up-to-date protocols regarding safety, security and crisis management
• Responsible for maintaining a clean and tidy work environment

Hospitality (20%)

• Ensure a warm welcome for all visitors and staff, including supporting onboarding processes for new team & community members

Information Technology (10%)

• Maintain and manage the Swissnex computers and other tech systems in cooperation with the Operations Manager and outsourced IT service professionals

Administration and Accounting (10%)

• Provide administrative support to the Operations Manager
• Prepare receipts and invoices to enter into the bookkeeping system
• Help with general office tasks, including data entry and maintenance in the CRM and file server, calendaring and scheduling, mail & shipping, etc.
• Other tasks, as assigned

Our Ideal Candidate

Education/Experience:

• Associate’s and/or Bachelor’s Degree and/or equivalent work experience
• Have prior professional or volunteer experience with any of the following organizations: diplomatic representation, nonprofit organization or government, or start-up or small organization
• Experience with event planning and hospitality or logistics management

Languages:

• Excellent communication and writing skills in English
• German or French a bonus

Organizational Skills:

• Strong organizational and problem-solving skills with a proactive, hands-on, and can-do attitude. Very strong attention to detail
• Able to manage multiple projects in a fast-paced, deadline-oriented environment
• Able to maintain calm in sometimes stressful situations, and respond quickly and professionally to the unexpected

Technical Skills:

• At ease with basic IT and other office technology management. Strong computer skills (Google Suite, MS Office, etc.)
• Proven experience working with teams and managing projects
• Strong aptitude for numbers for managing budgets, payments, and financial tracking

Physical Demands:

• Sedentary computer-related activities and frequent movement around the office
• Moving furniture and other heavy/bulky objects for events and inventory
• Frequent stair climbing and occasional crouching

This is primarily an on-site role with in-person office attendance expected 4-5 days per week and some flexibility for occasional remote work.

Due to our consular status, all applicants must be either Swiss citizens, or US permanent residents or citizens. We are only able to sponsor visas for Swiss nationals, and are unable to provide any other sponsorship.

• Starting salary of $65,000 to $68,000 yearly, depending on experience. This salary is for employees authorized to work in the US. For Swiss employees, whose salaries are not subject to US income taxes, the salary is adjusted downward to reflect the tax benefit.
• Four weeks’ vacation per year and select Swiss and US holidays
• Competitive benefits package including: Employer-matched 401(K), employer-subsidized medical and dental plans, and opportunities for continuing education
• A multicultural, creative, inspiring, stimulating, and team-oriented work environment
• A Cambridge, Massachusetts location between Harvard Square and Central Square

Swissnex in Boston and New York connects the dots between Switzerland and the East Coast of the USA in education, research, innovation, and the arts. Our mission is to support the outreach and active engagement of our partners in the international exchange of knowledge, ideas, and talent. In service of this goal, our dynamic and international team produces academic, corporate and creative industry programs, startup bootcamps, events and much more.

As an employer, we established a collaborative and purpose-driven team culture and care about an environment that encourages innovation, experimentation, and creative problem-solving. We believe that a diverse and inclusive workforce is essential for fostering creativity and achieving our organizational goals.

Learn more about Swissnex in Boston and New York: https://swissnex.org/boston

Deadline to apply is July 6, 2025. Please apply using the button below and include both your resume (CV) and a cover letter tailored to this position that details your qualifications and interest in the position.