2026-2027 USA Head of Symposium Operations
Important: This is a volunteer position. The UIS executive team operates entirely on a voluntary basis.
Time commitment: Approximately 4–6 hours per week during the planning period, increasing significantly in the weeks leading up to the event. Full availability is required during the Symposium.
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.
Our flagship event brings together Italian students, young professionals, industry leaders, and institutional representatives to exchange ideas, share experiences, and build meaningful connections across academia and industry.
As Head of Symposium Operations, you will oversee the logistical and operational delivery of the event—from venue planning and technical coordination to supplier management, volunteer supervision, and on-site execution. You will work closely with the Symposium’s strategic leadership and lead a dedicated team of officers and volunteers to ensure a seamless experience for participants, speakers, and partners.
Key Responsibilities
Event Planning, Logistics & Coordination
Research and assess suitable venues, supporting Symposium leadership in venue selection.
Coordinate venue setup, floorplans, seating arrangements, signage, branding materials, accessibility requirements, and participant flow.
Oversee all technical requirements for keynote sessions, panels, workshops, and other programme activities.
Develop and manage the operational timeline, ensuring all tasks are completed accurately and on schedule.
Coordinate catering, transportation, equipment, materials, and other logistical requirements.
Ensure compliance with venue policies, capacity limits, and operational procedures.
Registration & Participant Experience
Oversee registration, check-in procedures, attendee communications, badges, and welcome materials.
Plan the participant journey from arrival and registration through the conclusion of the event.
Monitor venue capacity and coordinate guest assistance to ensure a professional and welcoming experience.
Speaker & Institutional Guest Logistics
Coordinate the operational requirements of speakers, moderators, and institutional guests.
Manage arrival times, transportation, briefing materials, stage access, holding areas, and on-site assistance.
Ensure speakers and moderators are prepared and that sessions remain aligned with the event schedule.
Supplier & Partner Management
Identify and liaise with suppliers for catering, equipment, printing, transportation, and other operational requirements.
Support supplier negotiations and coordinate contract approval with the UIS executive and finance teams.
Ensure suppliers meet agreed standards, budgets, and deadlines.
Collaborate with sponsors and partners to fulfil all operational deliverables, including branding, materials, and on-site activations.
Budget & Resource Management
Work with the local Head of Finance to define and track the operational budget.
Monitor expenditure and maintain accurate records of operational costs.
Collect invoices, receipts, and supporting documentation for financial reconciliation.
Identify cost-effective solutions while maintaining the expected quality of the event.
On-Site Operations & Team Coordination
Recruit, train, schedule, and supervise volunteers supporting registration, guest assistance, stage management, and general logistics.
Prepare clear responsibilities, shift schedules, and briefing materials for the on-site team.
Serve as the main on-site contact for suppliers, staff, volunteers, and venue representatives.
Create and manage a detailed event run of show, assigning responsibilities and deadlines across the team.
Establish clear communication and escalation procedures for the event team.
Contingency & Risk Planning
Develop contingency plans for technical failures, supplier delays, speaker changes, capacity issues, and other last-minute challenges.
Respond calmly and effectively to operational issues during the event.
Escalate significant financial, contractual, or safety-related decisions to the appropriate UIS leadership.
Collaboration with Symposium Teams
Coordinate with Symposium leadership to align operational plans with the event’s strategy, vision, and agenda.
Work closely with the programme team to translate the event agenda into a detailed operational schedule.
Support the marketing team with venue-related content, floorplans, signage, branding requirements, and on-site materials.
Coordinate with the partnerships team to ensure sponsor and institutional deliverables are implemented correctly.
Post-Event Operations
Coordinate venue breakdown, equipment returns, material collection, and supplier closeout.
Support the reconciliation of supplier payments and final operational expenses.
Lead an operational debrief to identify successes, challenges, and recommendations.
Maintain organised documentation—including timelines, budgets, supplier contacts, floorplans, and procedures—to support future Symposium teams.
Who We Are Looking For
An Italian student or young professional based in New York, ideally with previous experience in event operations, project coordination, hospitality, or team management.
A highly organised individual capable of managing multiple workstreams and deadlines.
A proactive problem-solver who can anticipate operational needs and remain composed under pressure.
A confident communicator who can work professionally with suppliers, sponsors, speakers, institutional partners, and volunteers.
Someone with strong attention to detail and a genuine sense of ownership and accountability.
A collaborative team member who is comfortable working across different functions and taking initiative.
Professional fluency in English; knowledge of Italian is strongly preferred.
Availability to support the full event and dedicate additional time during the final weeks of preparation.
What You Will Gain
Leadership experience delivering a major international event in New York.
Practical experience in event operations, supplier coordination, budgeting, and cross-functional team management.
Direct exposure to industry professionals, institutional representatives, sponsors, and university organisations.
The opportunity to build a strong professional network within the Italian and international communities.
A central role in shaping one of UIS USA’s flagship initiatives and its future development.
⸻
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/
Applications are reviewed on a rolling basis.