Back Office & Event Coordinator

Job description

We are seeking a proactive and detail-oriented Back Office and Event Coordinator to manage essential operational functions and drive our institute’s 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.

Job description:

What you’ll do

• Office & Facilities Operations: Oversee daily office operations (office stock maintenance) Place orders, routine office purchasing and keep costs under control. Ensure the required documentation is correct and resolving complaints where needed.

• Records & Document Management: Run the physical archive, create and maintain the contract register. Process and record all incoming and outgoing internal and external correspondence.

• Event Operations: Own the KInIT annual event calendar and the standard checklists for each type of the event. Whole event end-to-end coordination - delivers the logistics and the 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 institute, manage them at user level.

Personality requirements

• 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.

Selection process

Should you be interested in applying for our job opening, please send us your CV. We will contact you with information about the selection process.

Company description

KInIT is an independent non-profit institute connecting industry to excellent science. We bring together and enable growth of experts in artificial intelligence and other areas of computer science, with connections to other disciplines:

- Web and user data processing including empowering humans with the ability to evaluate credibility of information and its manipulation
- Processing and comprehension of natural language
- Green and secure environment
- Ethics and human values in intelligent technologies

KInIT combines the excellent competencies of academic researchers and educators with innovative companies, their needs and experience. By involving the private sector, our team of top notch Slovak AI research experts seek to create a healthy research ecosystem that bridges academia and industry.