Event Operations Specialist

About the Position

Event Operations Specialist

Are you a detail-driven event operations professional who thrives on keeping complex moving parts running smoothly? Do you love being the engine behind exceptional event experiences, ensuring every registration, email, and data point is perfectly in place? If so, this could be the perfect next step in your career.

About the Role

As an Event Operations Specialist at Swiss Re, you'll be at the heart of how we bring our events to life, from intimate client roundtables to large-scale hybrid conferences. You'll own the operational engine that powers our events: managing registrations, building and executing event emails, producing virtual sessions, and ensuring every data point is accurate and every deadline is met. This is a role where your precision, reliability, and passion for process excellence will make a real and visible impact.

Responsibilities

• 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 prioritize workload and regional coverage.
• Provide dedicated support to different regions 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 organization, collaborating across time zones and regions.
• Fluency in additional regional languages beyond Spanish and English (e.g., German, Portuguese, French, Italian).
• Experience identifying workflow improvements and contributing to process optimization initiatives.
• Experience working with tools such as Cvent, Salesforce, Marketo, ON24, MS Dynamics, or similar enterprise platforms.

We Offer

• Competitive salary
• Opportunity to work in a global and innovative company
• Professional development opportunities
• Inclusive and flexible work environment

About the Company

Swiss Re is one of the world’s leading providers of reinsurance, insurance, and other forms of insurance-based risk transfer, working to make the world more resilient. We anticipate and manage a wide variety of risks, from natural catastrophes and climate change to cybercrime. We cover both Property & Casualty and Life & Health. Combining experience with creative thinking and cutting-edge expertise, we create new opportunities and solutions for our clients. This is possible thanks to the collaboration of more than 15,000 employees across the world.

Our success depends on our ability to build an inclusive culture encouraging fresh perspectives and innovative thinking. We embrace a workplace where everyone has equal opportunities to thrive and develop professionally regardless of their age, gender, race, ethnicity, gender identity and/or expression, sexual orientation, physical or mental ability, skillset, thought, or other characteristics. In our inclusive and flexible environment, everyone can bring their authentic selves to work and their passion for sustainability.

If you are an experienced professional returning to the workforce after a career break, we encourage you to apply for open positions that match your skills and experience.

We may use AI-powered tools to support the review and evaluation of applications for this position. These tools provide additional insights to our recruitment teams, but all hiring decisions are carefully reviewed and made by people. To learn more about how we use AI in recruitment and how we handle your personal data, please review our Data Privacy Statement before applying.

Keywords: Event Operations Specialist, Event Management, Virtual Events, Data Management, Process Excellence

Reference Code: 138969

Job Segment: Operations Manager, Data Management, Operations, Data