Events and Visitor Experience Associate Officer

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Description

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• Plan, organize and coordinate meetings and other events taking place at the HQ Building or other locations in Rome, including but not limited to logistical arrangements.
• Liaise with organizers, participants, service providers and relevant internal stakeholders within the Alliance, to ensure seamless delivery of services.
• Communicate directly with the client throughout the event planning process to learn requirements and goals and ensure all parties understand relevant information and details.
• Meet with various internal and external stakeholders to discuss and plan event specifications such as scope, format, budget, administrative details, and special requirements.
• Ensure contracts with venue personnel, caterers, hospitality staff, and other vendors/service providers are negotiated to acquire necessary services and activities for events while meeting budgetary objectives.
• Monitor and oversee events from preparation and set-up, compliance with regulations, cooperation between vendors, resolution of issues, and overall satisfaction of participants and sponsors.
• Perform post-event tasks promptly such as meeting with clients to ensure satisfaction.
• Evaluate potential locations, providers, vendors, and other professionals frequently to determine viability for future events and build a personal knowledge base to serve clients better.

• Ensure the effective management, development, resource allocation and delivery for the visitor experience in coordination with the various functions within the Alliance, ensuring high quality visitor experience.
• Responsible for fulfilling an array of job functions in a friendly, positive manner, including but not limited to welcoming and orienting visitors, providing visitor information and assistance.

• Foster and contribute to highly collaborative teamwork and communication within the team and across the Alliance; participating in knowledge and capacity building initiatives to support the delivery of the Alliance’s Business Operations and Finance functions and the Alliance’s business plan(s).
• Perform other relevant tasks as assigned by the supervisor to advance delivery of office services, consistent within the scope of the role.

• Bachelor’s degree in Communications, Business Administration, Public Administration, Project Management, Hospitality, or in a related field.
• Previous relevant work experience (preferably minimum 3 years) in a similar role is desirable.
• Experience in an international and multicultural working environment is desirable.
• Knowledge of events planning, execution, and logistics.
• Excellent organizational skills.
• Fluent in English and Italian – oral and written; working knowledge of French and Spanish is desirable.
• Ability to manage and oversee numerous, complex projects simultaneously with competing deadlines.
• Ability to multitask and prioritize in a fast-paced environment.
• Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite (including Word, PowerPoint, Excel, and SharePoint), as well as experience in using ERP systems (e.g., Oracle, Peoplesoft, Agresso, Office).
• A proven ability to work effectively with a broad range of stakeholders and partners with different cultural and educational backgrounds, and levels of seniority.
• Demonstrated cultural sensitivity, discretion, and tact.
• Ability to organize, plan and prioritize work.
• Attention to detail and accuracy.
• Strong customer orientation and problem-solving skills.
• Demonstrated ability to uphold the highest ethical and professional standards.

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