USA Head of Symposium Operations
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)
United Italian Societies (UIS) USA is looking for a highly organised, proactive, and detail-oriented individual to lead the operational management 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.
As Head of Symposium Operations, you will be responsible for overseeing all logistical and operational aspects of the event — from venue setup and technical coordination to supplier management and on-the-day execution — ensuring a seamless participant experience. You will work closely with the Symposium’s strategic leadership, as well as a dedicated team of officers and volunteers.
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Key Responsibilities
Event Logistics & Coordination
Secure suitable venues and coordinate setup, including branding materials.
Oversee all technical requirements for keynote sessions, panels, and workshops.
Develop and manage the event timeline, ensuring all operational tasks are completed on schedule.
Coordinate catering and other logistical needs.
Supplier & Partner Management
Identify and liaise with suppliers for catering and other operational requirements.
Negotiate contracts and ensure suppliers meet agreed standards and deadlines.
Collaborate with sponsors and partners to fulfil operational deliverables.
Budget & Resource Management
Work with the local Head of Finance to define and track the operational budget.
Monitor expenditures and maintain accurate financial records for operations.
On-Site Operations & Team Coordination
Recruit, train, and supervise volunteers for registration, guest assistance, and logistics support.
Serve as the main on-site contact for suppliers, staff, and volunteers.
Collaboration with Marketing Teams
Coordinate with the Symposium leadership to align operational plans with the event’s vision and agenda.
Support the marketing team with venue-related content, floorplans, and branding requirements.
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Who We Are Looking For
An Italian student or young professional based in New York, ideally with prior experience in event operations.
Strong organisational skills and the ability to manage multiple tasks under tight deadlines.
Excellent communication skills, with the confidence to work with suppliers, sponsors, and institutional partners.
A problem-solver with a proactive attitude and attention to detail.
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About UIS
United Italian Societies (UIS) is a non-profit organisation 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: https://uniteditaliansocieties.com/