The Conference Organizer plays a key role in supporting the EU/NA Conference team with the planning, coordination, and execution of high-quality academic conferences and corporate marketing events—both in person and online. This position combines strong organizational and logistical skills to ensure seamless event delivery while enhancing the visibility of MDPI, its academic journals, and its commitment to open access publishing.

As part of our commitment to fostering a collaborative team environment, this role requires working fully on-site.

Tasks & Responsibilities

• Oversee the planning and execution of multiple academic events annually, including logistics, program development, marketing, on-site or online coordination, post-event reporting, and financial reconciliation.

• Act as the main liaison for all event stakeholders, including Chairs, journal editors, societies, speakers, attendees, partners, and external vendors.

• Manage event platforms and websites together with the event team, ensuring smooth processing of abstracts, registrations, and payments.

• Support market analysis and feasibility studies for potential events in collaboration with the event team.

• Develop and implement marketing and promotional strategies, coordinating with the design team to create engaging visual and communication materials.

• Negotiate and manage contracts with external vendors in line with budget guidelines, under the supervision of the Conference Manager.

• Coordinate with contributors, speakers, and Chairs to build and finalize the event program.

• Track revenues and expenses as part of overall budget management, ensuring accurate financial processing.

• Collaborate with the Conference Sponsorship Specialist to identify and deliver sponsorship opportunities, integrating deliverables into event logistics.

• Provide on-site (or online) event management and ensure seamless execution in coordination with the event team.

• Apply organizational knowledge and adhere to MDPI’s corporate standards, processes, and best practices.

• Contribute to the continuous improvement of departmental workflows by identifying opportunities for efficiency, quality, and customer satisfaction.

Requirements

• Bachelor’s or Master’s degree in Tourism, Hospitality, or Event Management; a Master’s or PhD in a scientific field is a plus; certification or accreditation in event management preferred

• 2–5 years of experience in event management and coordination

• Experience in academic publishing or with a scientific background is welcome

• English (C1–C2 level) required; additional languages such as Spanish or Swiss German are an asset

• Intermediate skills in Microsoft Office 365

• Intermediate to advanced skills in project management

• Beginner to intermediate skills in budget management

• Intermediate skills in online registration and management systems (e.g., Sciforum)

• Strong organizational skills and attention to detail

• Customer-service orientation and excellent problem-solving abilities

• Adaptability, flexibility, and clear written and verbal communication skills

• A scientific background is considered an advantage

What we offer

• The opportunity to contribute to the academic/scientific community;

• Flexible working hours;

• Team bond strengthening through team-building events;

• Professional growth opportunities with our global training system;

• Working in a collaborative, diverse, and socially responsible team;

• Company retreat facility;

• Full-coverage insurance for accidents/daily sickness;

• Prime location near Basel train station and city center;

• And more

If you are interested in this position, we look forward to receiving:

• A motivational letter (EN) that briefly describes your motivations for joining MDPI

• A resume (EN) including personal information, past & current education,

• Copy of ID and Diplomas

• If available: reference letters and certificates.

About MDPI

A pioneer in scholarly open access publishing, MDPI has supported academic communities since 1996 . Our mission is to foster open scientific exchange in all forms, across all disciplines. We operate more than 400 diverse, peer-reviewed , open access journals supported by over 66,000 academic editors . We serve scholars from around the world to ensure the latest research is openly and broadly available.

MDPI is headquartered in Switzerland with additional offices in Europe, Asia and North America . We are committed to ensuring that high quality research is made available as quickly as possible. We also support sustainability projects, with sustainability as a key theme in many journals and through the MDPI Sustainability Foundation.

Initiatives

At MDPI, we develop and maintain various platforms in order to better serve the scientific community. Please find here-below a list of our main platforms: