Opportunity brief
Swiss Re is hiring for the role of Event Operations Specialist!
Responsibilities of the Candidate:
- Manage registration workflows for in-person, virtual and hybrid events, including invitations, confirmations, cancellations and waiting lists
- Build, test, schedule and deliver Event Marketing Emails, including attendee journey and event promotion communications, using agreed content, digital platforms and processes.
- Track email delivery and engagement, maintain accurate data and support timely event reporting, resolving issues where possible and escalating when needed.
- Maintain accurate event records, registration forms, event pages and attendee lists, upholding high standards of data quality throughout the event lifecycle
- Set up and produce virtual and hybrid events, coordinating speaker access, supporting rehearsals and managing live session logistics including recordings, polls and audience Q&A
- Prepare registration, attendance and engagement reports before, during and after events using agreed templates
- Coordinate invoice administration, including collection, checking, submission and follow-up
- Apply consistent event standards and workflows, identifying opportunities to simplify processes and improve service quality
- Collaborate with Event Managers and Marketing colleagues to prioritise workload and regional coverage
- Provide dedicated support to the EMEA region and contribute to cross-regional coverage during peak periods, based on agreed priorities and capacity.
- Share knowledge across the global events team, contributing to common ways of working and continuous improvement
Requirements:
- Event operations or marketing operations experience: Approximately one to three years of hands-on experience in event operations, event email execution, webinar production or event administration
- Event management platform proficiency: Demonstrated experience using event registration, email marketing, CRM or similar business platforms to manage end-to-end event workflows
- Virtual event production skills: Proven experience supporting and producing virtual events and webinars, with the confidence to manage live sessions independently, including speakers, recordings, polls and audience engagement
- Data management and reporting: Experience working with attendee data, audience lists and operational reporting, with a strong commitment to accuracy and data quality
- Attention to detail and process discipline: Demonstrated ability to manage multiple concurrent activities, meet deadlines and apply consistent standards across all operational tasks
Nice to Have:
- A bachelor's degree or equivalent qualification in marketing, communications, event management, business administration or a related field - Experience supporting hybrid events, including coordinating the virtual and in-person components simultaneously - Familiarity with invoice administration processes within a marketing or events environment - Experience working within a global or matrixed organisation, collaborating across time zones and regions - Fluency in additional regional languages beyond English (e.g. German, French, Italian or Spanish) - Experience identifying workflow improvements and contributing to process optimisation initiatives - Experience working with tools such as Cvent, Salesforce, Marketo, ON24, MS Dynamics or similar enterprise platforms