Conference and Events Coordinator

Job Description

ABOUT THE ROLE:
The Conference and Events Coordinator will be responsible for the planning, coordination, and execution of the University's academic conferences, lectures, symposia, and institutional events. The role is designed to support the development of a centralized and professionalized system for managing events across the University, ensuring consistency, efficiency, and high standards of execution.

The Coordinator will work closely with internal stakeholders, including faculty, academic departments, administration, and external partners, to ensure that all logistical, technical, and practical aspects of events are effectively managed.

This position requires a highly motivated, organized, and systematic individual who wishes to make a meaningful contribution to the promotion of the Catholic intellectual tradition within an international academic setting.

KEY AREAS OF RESPONSIBILITY:
- Design, implement, and maintain a centralized system for conference and event planning, aimed at supporting Faculties, Institutes, and other stakeholders while ensuring consistency, efficiency, and high standards across the University, in contrast to a more decentralized approach taken thus far at the Angelicum.
- Support organizers by translating academic objectives into practical logistical plans.
- Plan, coordinate, and execute academic conferences, lectures, workshops, and institutional events (both internal and public-facing).
- Help coordinate the calendar of events held at the University, to promote harmonious operations among different stakeholders.
- Develop and manage standardized workflows, timelines, templates, and checklists for event organization, while remaining responsive to the specific needs of individual events.
- Coordinate venue bookings, room setups, technological requirements, catering, hospitality, and security as needed.
- Oversee on-site event operations, ensuring smooth execution and prompt resolution of any issues.
- Ensure compliance with university policies and relevant regulations (privacy/GDPR where applicable, safety, risk management, security, fire code compliance).
- Maintain accurate records of events, budgets, suppliers, and contracts.
- Identify areas for improvement and contribute to the ongoing development of the University's conference and events infrastructure.

REQUIRED QUALIFICATIONS AND ATTRIBUTES:
- Some experience in conference or event organization/coordination is strongly recommended.
- Strong organizational and project management skills, as well as excellent attention to detail.
- Ability to maintain a high level of professionalism in working with other staff.
- Excellent interpersonal, written, and verbal communication skills.
- Fluency in English and, preferably, some proficiency in Italian (or a willingness to learn).
- Ability to understand and promote the Angelicum's educational mission.

This position is in Rome, Italy. Candidates need to reside in the area or be willing to relocate.

Compensation is commensurate with education and experience. Initial commitment of two years, renewable. As an additional benefit, the position allows the Coordinator to take a limited number of courses free of charge at the Angelicum each academic year.

About the Employer

The Pontifical University of St. Thomas Aquinas, better known as the Angelicum, is an international university run by the Order of Preachers (Dominicans), located in the historic center of Rome. The University is dedicated to teaching and research in philosophy, theology, canon law, the social sciences, and related disciplines, and serves a global academic community of students and scholars from over 100 countries. Approximately 1,000 students - priests, seminarians, religious men and women, and laypeople - are enrolled each year.
Among its most notable alumni are Pope St. John Paul II and Pope Leo XIV.