Global Conference & Events Coordinator

Peter Lang is an international publishing group specialising in Humanities and Social Sciences. We publish about 1,000+ books every year in English, German, Spanish and French, as well as in multiple other languages, from traditional print products to eBooks and Open Access publications.

Back in 1970, the Swiss entrepreneur and philanthropist Peter Lang founded his academic publishing company in his own name. In over fifty years since then, the company has undergone growth and change and overcome many challenges as an independent, internationally focused business. We are now a dynamic, entrepreneurial group of colleagues working across the globe to deliver excellence in academic publishing.

You will experience an international work environment with lean management. The Peter Lang headquarters in Lausanne, Switzerland, is the central hub for management and administration. The rest of our team is based in continental Europe, Anglo-American regions, and Asia with offices in Berlin, Brussels, Chennai, New York, and Oxford, and supporting locations in Istanbul, Madrid, Vienna, and Warsaw.

The Global Conference & Events Coordinator will plan, coordinate, and execute Peter Lang Group's participation in academic conferences, scholarly meetings, book fairs, author events, webinars, and other promotional events worldwide.

The role will be responsible for managing the full event cycle—from identifying opportunities and coordinating registrations, exhibits, sponsorships, and promotional materials to organizing books, staff, author participation, and post-event follow-up.

Working closely with Marketing, Sales, Editorial, and Customer Care, the Coordinator will ensure that conferences and events are integrated into Peter Lang's broader global marketing and sales strategy. The position will help maximize the visibility of Peter Lang's frontlist, strengthen relationships with scholars and academic organizations, support authors and editors, and generate measurable sales and marketing opportunities.

The successful candidate will be highly organized, comfortable managing multiple international projects simultaneously, and enthusiastic about academic publishing and the scholarly community.

Key Responsibilities

1. Global Conference & Event Planning

1. Develop and maintain the annual global conference and events calendar across Peter Lang's key markets and subject areas.
2. Coordinate Peter Lang participation in academic conferences, annual meetings, book fairs, exhibitions, seminars, workshops, webinars, and other scholarly events.
3. Research conferences and organizations to identify opportunities that align with Peter Lang's publishing programs and target audiences.
4. Evaluate conference participation based on audience relevance, title coverage, costs, sales opportunities, and strategic value.
5. Manage conference deadlines, registrations, exhibit bookings, sponsorships, advertising opportunities, and other event requirements.
6. Coordinate event budgets and maintain accurate records of costs and commitments.
7. Follow standardized processes and checklists for conference participation across regions.

2. Book Exhibits & Conference Sales

1. Coordinate the selection and shipment of books for conference exhibits in collaboration with Editorial, Sales, and Marketing.
2. Organize conference-specific title lists, marketing collateral and promotional materials with the collaboration of the Design team.
3. Coordinate the return of unsold books and reconciliation of conference inventory.
4. Ensure that conference-specific discounts, promotional codes, QR codes, and ordering information are prepared and communicated appropriately.
5. Coordinate post-event sales reporting and ensure relevant sales information is shared with Sales and Accounts teams.
6. Identify opportunities to increase direct and institutional sales generated through conferences and events with internal team collaboration

3. Author & Editor Engagement

1. Coordinate author and editor participation in conferences, book launches, panels, receptions, and other events.
2. Work with authors and editors to promote their participation through email, social media, websites, newsletters, and other channels.
3. Coordinate author book signings, presentations, launch events, receptions, and related activities.
4. Coordinate with the Design team to provide authors with appropriate promotional materials a
5. Support opportunities for authors and editors to participate in webinars or other promotional activities associated with conferences.

4. Marketing Integration

1. Work with subject-focused marketing staff to develop conference campaigns targeted to relevant scholars, librarians, authors, and academic organizations when applicable.
2. Collaborate with Marketing and Design teams to Integrate conference participation with email marketing, social media, website promotion, book launches, and other campaigns.
3. Coordinate pre-event, on-site, and post-event communications.
4. Support development of conference-specific landing pages, digital booklists, QR-code campaigns, and other promotional tools.
5. Coordinate with Sales to identify priority accounts, customers, authors, and prospects attending major events.

5. Event Logistics (In person and virtual)

1. Coordinate the logistics associated with international events, including:
2. Exhibit space
3. Registration and staff badges
4. Book shipments
5. Promotional materials
6. Signage and branding
7. Virtual booth population with internal teams
8. Tables and display materials
9. Shipping and return arrangements
10. Staff schedules
11. Author participation
12. Sponsorship requirements
13. On-site sales arrangements
14. Prepare detailed event briefs and staff instructions for each major conference.
15. Coordinate with regional colleagues, distributors, sales representatives, and external event partners.
16. Maintain records of event materials.

6. Reporting & Performance Measurement

1. Track conference and event expenditures and maintain accurate event budgets.
2. Establish consistent reporting for major conferences and events.
3. Track relevant measures such as:
4. Books sold
5. Orders generated
6. Leads and contacts acquired
7. Author/editor engagement
8. Email engagement
9. Social media activity
10. Website traffic
11. New organizational relationships
12. Sponsorship and advertising results
13. Prepare post-event reports identifying successes, challenges, costs, sales opportunities, and recommendations for future participation.
14. Maintain historical conference data to support future planning and budgeting.

Qualifications

1. Bachelor's degree or equivalent experience; degree in marketing, communications, publishing, event management, humanities, social sciences, or a related field preferred.
2. At least 2 years of experience in event coordination, academic publishing, scholarly communications, association management, marketing, or a related field.
3. Experience coordinating conferences, exhibitions, trade shows, or professional events.
4. Strong project-management and organizational skills.
5. Excellent written and verbal communication skills.
6. Ability to manage multiple projects, deadlines, vendors, and stakeholders simultaneously.
7. Strong attention to detail and follow-through.
8. Comfortable working with international colleagues and organizations across different time zones and cultures.
9. Familiarity with academic publishing, scholarly associations is preferred.
10. Experience with email marketing, CRM systems, and digital event platforms.

Location: remote, CET time zone

Employment rate: 100%

If you are ready to contribute to the excellence of the Peter Lang Group and thrive in a dynamic publishing environment, we invite you to apply. Join us in shaping the future of academic publishing!

Link for application: https://forms.monday.com/forms/2523169006582109621e441758a0d256?r=use1