Conference and Events Assistant

Position Summary

Position Summary

The Conferencing and Events Assistant works closely with the Assistant Director for Conferences and Events and the Senior Conferences, Events and Communication Specialist to ensure that conferences, meetings, lectures, and other events are well organized and delivered efficiently and professionally. The position provides administrative and operational support throughout the planning, execution, and follow-up of events organized by the La Pietra’s Conference and Events Office.

This position requires excellent teamwork, appropriate consideration of La Pietra SRL values and priorities, and a positive service orientation while performing all duties. The main responsibilities tied to this position are the following:Administrative and Logistical Support: Assist with the planning of conferences, webinars, meetings, and special events.Clients’ Management: Assist in responding to delegate inquiries, manage registrations, invitations, reservations, and updates databases.Coordination with Vendors: Assist in contact and monitor venues, catering services, audio/video services, and external vendors.Promotion and Marketing: Assist with updating the website, and promoting events on social media channels as requiredOn-site presence: Assist with the registration desk (check-in), welcome guests, coordinate the flow of attendees, and resolve any unforeseen issues during the event, with a specific focus on the H&S procedures/matters.Reporting and post-event tasks: Assist with collecting attendee feedback, archive documentation, and prepare post-event reports.

Principal Duties

Conference/Event Preparation and Logistics (40%)

Supports the planning and logistical preparation of conferences, meetings, lectures, and other events. Supports arrangements for accommodation, transportation, catering, restaurants and other services provided to conference organizers and participants;Collects estimates from external providers;Assists with invitations, participant communications, registration materials, mailing lists, and other event-related correspondence. Liaises with vendors, hotels, caterers, and other service providers as needed to support event preparation. Assists with site inspections and rooms setting up Assists with the preparation of materials required for conferences and events, including signage, name badges, registration materials and information for participants.Assists with the preparation invitations, event-related promotional and graphic materials.Assist with promotion and marketing as needed

Conference and Events Support (30%)Provides on-site operational support during conferences and events, under the direction of the Conferencing Operations Coordinator.Welcomes and assists clients, speakers, participants, and guests, providing information and responding to routine requestsLiaises with internal staff and external service providers during events to address routine operational needs.Supports the smooth and professional delivery of events while maintaining excellent customer service

Administrative Support and general duties (30%)Assists with post-event communications, including thank-you messages, follow-up correspondence, and distribution of relevant materials. Assists in reviewing and organizing invoices, charges, and other documentation related to event services, Assists with post-event reporting, updating of records and any outstanding administrative or logistical matters following the event.

Qualifications

Position Qualifications

Required Education

High school diploma or equivalent.

Required Knowledge, Skills and Abilities

Candidates should have excellent English and Italian language skills both written and spoken.Successful candidates must show evidence of their ability to legally work in Italy. As an apprentice, the holder will be given the opportunity to be consistently tutored by the supervisor, according to the training plan (progetto formativo) that will be attached to the contract.

Preferred Education

Bachelor’s degree or equivalent qualification in Event Management, Communications, Hospitality Management and related fields.

Preferred Knowledge, Skills and AbilitiesGood organizational and communication skills, attention to detail, a collaborative and customer-focused approach, flexibility, and willingness to learn; ability to work effectively as part of a team in a busy event environment and to respond positively to changing priorities and routine challenges.

Additional Preferred Knowledge, Skills and AbilitiesProficiency in Microsoft Office, basic graphic design and visual communication skills, with the ability to create and adapt simple promotional and event materials using tools such as Canva, Adobe Creative Suite, or similar software.

Additional Information

Considered a vital role in ensuring the green estate that is Villa La Pietra remains famous throughout the world. La Pietra aims to be among the greenest urban campuses in the country and carbon neutral by 2040.

In compliance with Italian Legislative Decree No. 96/2026, implementing EU Directive 2023/970 on pay transparency, this position is classified as CCNL Terziario Confindustria, , LEVEL: sixth QUALIFICATION: apprentice, with a gross annual fixed remuneration (RAL) of €21,600 considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education and training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer within this range.

Candidates must have the unrestricted right to work and live in Florence prior to appointment.

All employees are expected to carry out their responsibilities in a manner consistent with La Pietra srl’s values, principles, policies and strong commitment to diversity, inclusion, equity, belonging and accessibility.

La Pietra Srl is an Equal Opportunity Employer and is committed to a policy of equal treatment and opportunity in every aspect of its recruitment and hiring process without regard to age, alienage, caregiver status, childbirth, citizenship status, color, creed, disability, domestic violence victim status, ethnicity, familial status, gender and/or gender identity or expression, marital status, military status, national origin, parental status, partnership status, predisposing genetic characteristics, pregnancy, race, religion, reproductive health decision making, sex, sexual orientation, unemployment status, veteran status, or any other legally protected basis. All interested persons are encouraged to apply at all levels.

Please consult NYU’s data processing policies based on the new General Data Protection Regulations (GDPR) that can be found here: www.nyu.edu/it/gdpr/prospective-employee.