Recruiting: UIS USA Symposium Operations Officer
Important: This is a volunteer position. The UIS executive team operates entirely on a voluntary basis.
Time required: 4–6 hours per week (variable, increasing in the weeks leading up to the event)
Location: New York, NY (hybrid; on-site presence required during event operations)
United Italian Societies (UIS) USA is seeking a highly organized, proactive, and detail-oriented Symposium Operations Officer to support the operational delivery of the Italian Symposium in the United States. This flagship event gathers Italian students, professionals, and institutional representatives to exchange ideas, share experiences, and build meaningful connections across academia and industry.
Reporting to the Head of Symposium Operations, you will coordinate logistics, vendors, and on-site execution to ensure a seamless participant experience. You will work closely with Symposium leadership, fellow officers, and a team of volunteers.
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Key Responsibilities
Event Logistics & Coordination
Coordinate venue setup (room layout, signage/branding, check-in areas) per run-of-show.
Liaise on technical needs (A/V, streaming, stage cues) for keynotes, panels, and workshops.
Maintain the operations timeline and task tracker; flag risks and dependencies early.
Support catering logistics (orders, delivery windows, dietary labeling, waste plan).
Supplier & Partner Support
Collect quotes and coordinate with approved suppliers (catering, A/V, print, rentals).
Track deliverables and deadlines; escalate issues to the Head as needed.
Assist with sponsor/partner operational commitments (booths, materials, on-site needs).
Budget & Resource Tracking
Track operational expenses against the approved budget; keep receipts and logs current.
Propose cost-savings/efficiencies while protecting attendee experience.
On-Site Operations & Team Coordination
Help recruit, brief, and schedule volunteers for registration, wayfinding, and room turns.
Serve as an on-site point of contact for suppliers and volunteers on event days.
Execute the run-of-show (room flips, speaker flow, timing, incident logging).
Cross-Functional Collaboration
Align with Symposium leadership on agenda, room allocations, and flows.
Provide the marketing team with floorplans, placement maps, and branding specs.
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Who We’re Looking For
Italian student or young professional based in New York, with some event or operations experience (student societies, conferences, hospitality, or similar).
Strong organizational and project-coordination skills; calm under tight timelines.
Clear, professional communicator; comfortable working with suppliers and partners.
Problem-solver with a proactive, detail-first mindset and a bias for action.
Availability for on-site support during the event and key prep days.
Nice to have: familiarity with A/V basics, run-of-show documents, volunteer scheduling tools, and Google Workspace.
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About UIS
United Italian Societies (UIS) is a non-profit organization dedicated to connecting, promoting, and supporting Italian university students abroad. We bring together Italian student societies across 8 countries and more than 60 universities, fostering a vibrant community driven by the passion and talent of our volunteers. Founded three years ago, we are now focused on expanding our services and enhancing the events we offer in the regions where we are active.
For more info, visit: uniteditaliansocieties.com