Trainee Event Coordinator

Mission - Why we exist, what we do, and why we need you

SpotMe is a leading B2B event platform that helps enterprises increase the impact of their events by delivering CRM-connected, high-quality experiences across in-person, virtual, hybrid events, and webinars. With a strong focus on life sciences, SpotMe powers Onomi: an HCP engagement product that enables medical and commercial teams to run impactful congresses, symposia, advisory boards, and webinars. Together, SpotMe and Onomi turn events into a company’s most effective engagement channel.

This position is the ideal role for a recent graduate or a student completing their final internship, looking to launch a career in event delivery, interested in technology, engagement and analytics, and eager to gain hands-on experience alongside a team of event experts.

If you bring no prior professional event experience, and that is not a problem -  we will teach you the craft across the full range of our events, from webinars and virtual sessions to congresses, symposia, advisory boards and medical education programs. What you do bring is the ability to pick up a new system faster than anyone expects, the composure to stay precise when a room of 300 HCPs is waiting on a badge printer, and the judgment to flag a problem while it is still small. You understand that the event industry is not 9 to 5 - the schedule belongs to the event, and the people who thrive here plan around it.

As a Trainee Event Coordinator, your role will be to support the delivery of a wide variety of end-to-end event projects, both onsite and remote, mentored by project leads and supervised by a Project Manager. This will involve:

• Building and configuring our suite of live engagement apps (web, mobile, portal, video, AI) using our SpotMe Backstage Content Management System, with guidance from your project lead (30%).
• Supporting clear, timely communication with our customers and other stakeholders, that add value across the project lifecycle and keeping your project lead ahead of what is coming next (10%).
• As you approach the live event, you will coordinate closely with your project lead, vendors, internal teams and the customer to ensure seamless execution on event day. You will ensure that onsite technology (interaction tracking with apps, microapps, iPads, badge printers, AV and event equipment) has been fully configured and tested end-to-end, and you will thoroughly review the event apps to guarantee flawless delivery (30%).
• For the live event, your responsibilities may vary depending on the type of modules being used but may include ensuring speakers are fully briefed and prepared, whether they're presenting in a webinar, hosting a virtual session, or speaking onsite at a medical standalone or symposium. You will drive audience engagement, oversee live interactivities and report daily to the customer, helping all event operations run smoothly for both virtual and face-to-face projects (25%).
• Following the event, you'll support post-event communications, analyze event data, and help prepare reports and recommendations for your project lead, highlighting successes and identifying areas for future improvement (5%).

Traineeship period: 

• Monday, February 22, 2027 - Monday, August 9, 2027

Objectives - The problems you will solve

In your first month, you will onboard, get hands-on with our product and solutions, become familiar with our existing standard operating procedures and get introduced to our services. This means you will:

• Complete an intensive in-person training program during your first week, getting trained on how we deliver projects at SpotMe, including onsite logistics and the value of our product proposition. You will demonstrate what you have learned in an assessment at the end of the program.
• Build your first event apps in Backstage by configuring and test-driving mobile apps and webinars, then building live customer event apps alongside your mentor.
• Build the content for all standard features in Backstage with supervision, demonstrating quality follow-up emails and no errors in all core modules of the event found during the Project Reviews as well as working alongside our supporting teams in the Internal App Review process.
• See business development firsthand, joining members of our executive and sales team at at least one trade show or industry events, and learning directly from the sales environment how we pitch our solutions to customers.
• Deliver your first 2 live event days* as Event Coordinator, onsite or remote.

In your first 3 months, you will have:

• Gotten to know our medical education tactics, building a solid understanding of how they work and why they matter, so you can confidently explain them to customers and faculty members alongside your project lead.
• Gone global, delivering at least 2 onsite events with onsite logistics features as Event Coordinator.
• Built up volume, delivering at least 10 live event days* as Event Coordinator, onsite or remote, and earning positive feedback from your customers.
• Earned autonomy in Backstage, building the content for all standard features with minimal supervision, demonstrating quality follow-up emails and no errors in all core modules of the event found during the Project Reviews.

By the end of your traineeship, you will have grown from supporting events into a trusted, multi-format coordinator who owns small events outright, ready to take the next step into an Event Coordinator or Project Manager, Life Sciences role. You will have:

• Led onsite, delivering at least 5 onsite events with onsite logistics features as Lead Onsite Coordinator.
• Taken the lead, kicking off at least 2 small-scale events as Project Lead, running the kickoff call with timely customer communication and sound technical knowledge of the event requirements.
• Grown into advanced features, building the content for all advanced features in Backstage with supervision, demonstrating quality follow-up emails and no errors found during the Project Reviews.
• Been consistently recognized by clients and colleagues for contributions that elevated event execution and enhanced overall participant experience and outcomes

*Live event days are defined as a live day, or part day, for an event delivered either remotely or onsite as part of a longer duration event.

What you need to be great at:

• Building strong stakeholder relationships with a service-driven mindset: you engage customers, faculty and colleagues by understanding their unique needs, and you plan every interaction with an extreme sense of service. You spot opportunities to add value and help guide customers toward practical, impactful solutions.
• Detail-oriented, high standards, no excuses: you take ownership of quality and precision in everything you do. You anticipate and proactively address issues, and always ensure deliverables meet the highest standards.
• Ownership and escalation: you take ownership of quality and precision in everything you do, and you know the difference between a problem you should solve yourself and one your project lead needs to hear about now. You would rather ask a question that turns out to be unnecessary than discover the answer on event day.
• Technical dexterity: you are comfortable with emerging technologies, quickly learn new platforms, and troubleshoot challenges to keep operations running smoothly. You have the ability to deliver practical solutions (build and ship).
• Detail-oriented delivery: you understand that an event is a deadline that cannot move, and you work backward from it. You track what is outstanding, follow up on what others own, and make checking rather than assuming a habit.
• Can-do mindset: you approach challenges with positivity and persistence, always seeking to learn and improve.

What we are most curious about:

• Describe a project or experience where you had to take ownership and learn as you went.
• Can you give an example of a time you quickly learned a new platform, tool, or system? How did you ensure you understood it thoroughly?
• Tell us about an event - whether you helped organise it or simply attended. What was your role/experience, and what did you learn from it that you could apply to delivering successful events?

Requirements:

• Fluency in English, both written and spoken.
• Fluency in French, German, or Spanish is an advantage.

This opportunity is intended for recent graduates and candidates expected to graduate by February 2027. Applicants must be based in Switzerland and hold a valid work permit.

Successful trainees will be considered for a permanent role as an Event Coordinator or Event Project Manager at the end of the traineeship.

The position is hybrid, with onboarding and the first part of the traineeship based in our office. As you progress, the balance between office and remote work will be agreed with your manager.

The role involves regular onsite events, including travel abroad, with frequency varying depending on the project schedule.

Compensation: 2,200 CHF for Swiss-based employees. 

SpotMe recruits, compensates, and promotes regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, parental status, or veteran status.