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Purpose
The Event Coordinator is the primary architect of UV Smart’s physical presence globally. Responsible for managing a high-frequency calendar of 25+ events per year across Europe and the US, this role ensures every congress, trade fair, and side event is executed with operational excellence. You will manage the entire lifecycle of an event, from strategic planning and logistics to on-site execution, ensuring UV Smart’s brand is represented to the highest standard to drive lead generation and market authority.
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Critical results
● Seamless Execution, meaning 100% on-time and on-budget delivery of all 25+ annual events.
● Flawless coordination with the operations department. Including logistics, booth shipping, technical setups, and vendor management across two continents.
● High satisfaction ratings from internal sales teams and external attendees regarding booth flow, side events, and hospitality.
● Lead Maximization through effective collaboration with Marketing to ensure booth design and collateral drive maximum visitor engagement.
● Cost Management by strategic negotiation with vendors and venues to optimize the events budget.
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Responsibilities
End-to-End Event Management (60%)
- Manage the full event lifecycle: venue sourcing, contract negotiation, booth design, and on-site management.
- Coordinate travel logistics.
- Organize "side events" (e.g., VIP dinners, workshops, or networking drinks) to deepen customer relationships.
- Manage international shipping, and booth assembly/dismantling with third-party logistics providers.
Internal Coordination & Marketing (20%)
- Collaborate with the Marketing team to ensure brand consistency in booth graphics, promotional materials, and digital "event-tech."
- Work with Sales to define staffing schedules and brief the team on event goals.
- Track and report on event KPIs and lead collection efficiency.
Strategic Planning & Administration (10%)
- Develop and maintain the global events calendar and budget.
- Manage the CRM input for leads generated during events (e.g., Zoho).
- Conduct post-event evaluations to provide feedback for future strategy improvements.
General Sales Support & Administration (10%)
- Support the sales and marketing departments with ad-hoc requests for customer-facing materials.
- Lead the organization of internal commercial events, team-building, and high-profile customer visits to the office.
- Develop and maintain the global events calendar and manage CRM (Zoho) lead inputs.
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Involved in
● Selecting the right congresses and exhibitions, defining the correct DMU and message is for congresses and exhibitions.
● Maintain accurate CRM documentation, sales forecasts, and activity reports.
● Provide market feedback to support product and strategy development.
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Skills
● You are someone who finds satisfaction in a perfectly managed planning spreadsheet and a completed to-do list.
● A "get things done" mentality; you don’t wait for instructions when you see a logistical gap.
● Ability to manage preparations for a fair in Berlin while simultaneously booking a hotel for a congress in the U.S.
● Fluent communication in English, any other European language(s) is a plus.
● Excellent negotiation skills.
● Structured and flexible, self-organized, and results-driven working style.
● High sense of urgency and prioritization of daily activities.
● Willingness to learn and be open for feedback .
● Not afraid to do things outside of your comfort zone.
● A fast learner, making sure to have an in-depth knowledge of the product and the company within a short amount of time.
● Have an entrepreneurial, creative mindset.
● Reliable energetic personality that delivers what is promised.
● Possess cultural awareness.
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Knowledge & Experience
● We value organizational talent over years of experience. A background in hospitality, office management, or project management is a plus.
● Experience organizing anything complex (events, parties, large group travel, or projects) from start to finish.
● Proficient in Microsoft Office (Excel is essential) and comfortable learning CRM systems.
● Comfortable working with international vendors and understanding basic travel/shipping requirements.
● Minimum Bachelor’s degree.
● Experience selling to hospitals and/or office-based practices.
● Proven track record of meeting or exceeding targets.
● Proficient with CRM tools (e.g. ZoHo or similar).
● Fluent in English (spoken and written).
● Valid driver’s license and willingness to travel.
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Personality & Mindset
● You stay calm when a shipment is delayed or a hotel booking is lost and find a solution immediately.
● You notice the small things, like a typo on a banner or a missing flight confirmation, before they become big problems.
● You enjoy the "hustle" of event days and the variety of multiple event in different cities.
● Entrepreneurial mindset with a strong sense of ownership.
● Resilient, proactive, and motivated by achieving results.
● Team-oriented, yet comfortable working independently.
● Engaging personality that will interact with interested prospects.
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Why Join UV Smart
● Meaningful Impact: be part of a company that improves patient safety and infection prevention through innovative medical technology. Your work directly contributes to better healthcare outcomes.
● Innovative Portfolio: represent cutting-edge, evidence-based medical capital equipment with clear clinical and economic benefits for customers.
● Growth & Opportunity: join a growing organization with strong ambition, offering the opportunity to shape market development and grow with the company
● Autonomy & Trust: work in a role with a high level of independence, ownership, and trust, while being supported by an experienced and collaborative leadership team
● Collaborate with dedicated colleagues across the team
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The Process
● 1x 30 min phone interview with direct manager to get feeling for fit with the team, responsibilities and experience
● 1-hour interview with 2 directors for in-depth discussion about responsibilities and experience
● 1-hour f2f interview with your direct manager and a director incl. presentation of a business case
● 1-hour interview with variety of team members to ensure team fit
● Offer
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Offer
● EUR 35-39k base salary, depending on experience
● EUR 1000 yearly personal development allowance
● Laptop
● Phone
● Regular company events and perks
● Frequent team events, international meetups, and training opportunities
● Travel reimbursement