The Event Logistics and Digital Officer position integrates the project organization structure of the Applied Machine Learning Days (AMLD) event that is composed of the event managers, a communication specialist, EPFL Professors, central services & 50+ external organizers. The main mission is to support the event managers in the delivery of all logistical services and to coordinate digital services for the event. In the EPFL structure, this position will report to the Head of IC-COM.

The AMLD is a brand that is marketed over several media channels and hosts large-scale scientific events with 2k+ unique attendees, 300+ speakers & sessions. It's one of the largest Machine Learning & AI events in Europe and an important landmark event for EPFL will be held at the SwissTech Center from February 11 to 14, 2025.

Digital platforms

• Ensure set-up of digital event platforms with providers and ensure content is uploaded and updated on a regular basis (program, speakers, exhibitors, partners)
• Handle all aspects of the registration process
• Prepare guidance documents for external users (track and workshop organizers, speakers, exhibitors)
• Work with AV provider for onsite presentation management and recording
• Coordinate provider selection for a mobile app and ensure that all event content is adequately uploaded and updated

Support the Event Managers

• Support event managers with delivery of exhibition and partner benefits
• Coordinate venue and service providers prior and after the event
• Coordinate supplier services delivery onsite and troubleshoot any issues
• Serve as point of contact for participants, track and workshop organizers, and general enquiries
• Coordinate and liaise with head of IC-COM and EPFL professors
• Contribute to the post-event report and recommendations

• Experience in managing digital event platforms and tools
• Experience in organizing similar sized events, preferably for scientific topics
• Bachelor's or master's degree in relevant field
• Any other Events management related certification is an asset
• Capability to work in English and French, both written and spoken, is mandatory
• Experience in matrix organizations with both line and functional reporting
• Open-minded, team player, well-organized with excellent multi-tasking abilities and problem-solving skills
• Creative, efficient, highly motivated, self-driven, self-organized, and comfortable in fast pace and evolving environments
• Strong communication and excellent interpersonal skills with an ability to manage various stakeholders and motivate a wide range of people.
• A desire to work with top researchers and contribute to the future growth of one of EPFL's major events

• A stimulating, dynamic, diverse and multicultural academic environment
• Openness to new ideas, creativity, and fast evolving technologies
• Very good work conditions
• Opportunities for further education

Contract Start Date : September 1, 2024

Activity Rate : 60%

Contract Type: CDD

Duration: 7 months

Reference: 901