Back Office & Event Coordinator

We are seeking a proactive and detail-oriented professional to manage essential operational functions and drive our event portfolio. Serving as the central point of contact for internal staff and external partners, you will bridge facilities operations, administrative support and event coordination.

This role is ideal for an organized professional who excels at structured processes, vendor coordination, and keeping organizational workflows running smoothly.

What you’ll do

Office & Facilities Operations

• Oversee daily office operations, including office stock maintenance.
• Place orders, manage routine office purchasing and keep costs under control.
• Ensure the required documentation is correct and resolve complaints where needed.

Records & Document Management

• Run the physical archive and create and maintain the contract register.
• Process and record all incoming and outgoing internal and external correspondence.

Event Operations

• Own the annual event calendar and the standard checklists for each type of event.
• Coordinate events end-to-end, deliver logistics and on-site execution support, secure venues, manage event suppliers, arrange travel and accommodation, and process expense reimbursement for guests and speakers.

Assets, Licenses & Employee Lifecycle Support

• Own hardware inventory and stock maintenance.
• Maintain the register of all software licenses and subscriptions used across the organization and manage them at user level.

Požiadavky na zamestnanca

• Vysokoškolské vzdelanie II. stupňa
• Slovenský jazyk - Expert (C2)
• Anglický jazyk - Pokročilý (C1)
• Google Workspace - Pokročilý
• Communication - Expert
• 2+ years of experience in office administration, event coordination, or operational support (preferably within a research institute, non-profit, or project-funded setting).
• Demonstrated ability to coordinate event logistics, negotiate vendor contracts, control project budgets, and manage guest travel arrangements.
• Excellent organizational and communication skills (both written and spoken).
• Skilled in Google Workspace.
• Professional fluency in written and spoken English and Slovak to communicate effectively with international guests, suppliers, and internal teams.

Odmeňovanie