Head Of Facility & Hosting At Ciid

Job Profile
We are currently looking for a Head of Facility & Hosting to take a multitude of operational and administrative tasks. This person will be at the centre of logistics, operations and hosting at the newly renovated Cascina Convento in Astino. In addition to logistics and operations, this role has a major impact in creating a nice atmosphere and supportive environment in the workplace. We are looking for a pro-active, positive person with great people skills.
Overview of Tasks Being the face of CIID to welcome students, faculty and guests: our skilled receptionist!Facility Operations: Oversee the day-to-day operations of the facility, ensuring all spaces are utilised efficiently and maintained to high standards.Logistics Coordination: Manage the booking and arrangements of transportation for guests and faculty to and from the airport, hotels, and lodging. Coordinate travel and accommodation needs for international visitors.Event and Class Management: Understand the schedule and purpose of each room and space to effectively arrange classes, events, workshops, and guest visits.Ensure all logistical needs for events, classes, and corporate workshops are met.Guest Relations: Act as the primary point of contact for all visiting guests, clients, and faculty, ensuring they have a positive and memorable experience.Building Management: Maintain the newly renovated building, originally part of a monastery dating back to the year 1100, ensuring its historical charm is preserved while providing modern comforts and facilities.Detailed Tasks
Keeping and managing a complete overview of guests visiting CIID, including their flight schedule, transfer from/to the airport or train station.Organising accommodation for our faculty and guests, which include managing the booking of our CIID apartment in Piazza Vecchia as well as booking at local airbnb/hotels.Coordinating office cleaning and maintenance services with our service provider.Coordinate and practically support the organisation of the space in regards to CIID events, such as breakfast on Monday morning, Open Lectures, and exhibitions.Coordinate and practically support the organisation of the space in regards to events, such as meetings, workshops and activities organised by external partners and hosted at CIID.Keeping an organised inventory and budget of house supplies overall.Being responsible for purchasing diverse materials and supplies to support the activities of students and staff.Support the CEO with administrative tasks related to the house, such as the waste recycling programme, the registration of guests at our house, and other tasks that may occur especially in this start up phase of the business.Coordinate with the Fondazione Mia in regards to maintenance work at the building.Requirements
Passion for organising pleasant work spaces and smooth workflows.Fluency in Italian and English (written and spoken). The ability to speak other languages would be a plus.Interest in multi-tasking and problem-solving attitude.Good at handling situations where many things happen at once and sometimes unexpectedly. Ability to cope with uncertainty and come up with creative solutions, especially during our first year of operation.Flexibility in managing the work schedule – as working hours may sometimes be before/after normal office hours (including the occasional weekend).Excitement about working in an international environment where values and ethics for inclusion of different cultures thrive.Having a car or a means of transport would be a plus.Working with a small, creative team which is often busy with unpredictable activities, thus being open-minded and flexible is key.Multi-tasking to support the nature of a design driven business.Joining CIID at a time when many processes still need to be established while delivering on daily operations and tasks.Relations
This position should support the everyday work of CIID in Bergamo in close cooperation with the CEO. The role implies frequent and regular interactions with the entire team so it's important to be a clear communicator and an approachable member of the team.
Qualifications High level of professionalism.A friendly and engaging personality, with the ability to make everyone feel welcome and valued.Strong organisational abilities, with an eye for detail and the capability to manage multiple tasks simultaneously.Team-work oriented.Self-driven.Highly motivated.Sense of adventure.Time Schedule and Location
This is a full time position. The work is primarily performed at the CIID location in Astino, but will imply regular trips to local shops/vendors, to our apartment in Città Vecchia and possibly to airports and train stations.
Personal Attributes Adaptability: Interpersonal and Communication Skills: Exceptional interpersonal and communication skills.Cultural Sensitivity: Respect for diverse cultural backgrounds and ability to collaborate positively in an international environment.Proactive and Independent: Proactive and able to work independently.Enthusiastic Customer Service: Enthusiastic about providing a high level of customer service.Aligned Values: Passionate about creating a positive environment for students, clients, and guests, and committed to our mission of educating interactive designers focused on sustainability and regeneration.About CIID
Copenhagen Institute of Interaction Design was founded in 2006 and in 2024 it branched out to Bergamo, Italy. We are an organisation dedicated to pushing the boundaries of digital technologies, innovation, and design. We operate in the Interaction Design field. Our various activities span across innovation, education and entrepreneurship.
Culture
CIID offers a unique and hybrid entrepreneurial work environment. It attracts professionals and students from all over the world, all motivated to create a better future for people and the planet. This provides the opportunity to meet and collaborate with a wide range of international people and organisations, thus the official working language is English.
Why Join Us
You will be a key member of our dedicated team, contributing to the vibrant and inspirational environment of our facility. You will work in a stunning, historically significant building that has been thoughtfully renovated to meet contemporary needs. This is a hands-on role where your efforts will directly impact the experience of everyone who steps through our doors. If you are passionate about hospitality, have a knack for logistics, and thrive in a dynamic setting, this role at CIID may be your future step! Join us in our mission to educate and develop interactive designers, support innovation, and create sustainable and regenerative solutions for our society and planet.
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