[studenti-eebl-2020] Internship Opportunity in the Private Office/Villa Wolkonsky Residence Teams at the British Embassy, Rome

["Msc European Economy and Business Law" < >]

Dear EEBL Students,

 

The Private Office Teams at the British Embassy in Rome is seeking to hire an intern for a period of six months, starting mid-March 2023. They will work under the direction of the Private Office. Please consult the details below.

 

Applicants should send a CV and covering letter in English, setting out their motivation for applying and what they can bring to the role (applications without a covering letter will not be considered). Only applicants who are regularly registered university students for the duration of the internship are eligible to apply. Applications must be sent to Desk Imprese Economia Tor Vergata "> with "> in copy by 22 December 2022.  

 

Best regards,

 

Jennifer L. Vieley

MSc European Economy and Business Law

Tor Vergata University of Rome

Department of Economics and Finance

Master of Science Program Office
Room 01.A.08, First Floor, Building B (Ricerca)

Via Columbia 2, 00133 Rome, Italy
Phone + 39 06 7259 5744

 

 

Internship Opportunity in the Private Office/Villa Wolkonsky Residence Teams at the British Embassy, Rome

The successful candidate will alternate (at separate locations) between the British Embassy Private Office and Villa Wolkonsky, the Ambassadorā€™s Residence, plus probably some remote working days.

The internship will be for a period of six months starting from mid-March 2023 (the date is subject to successful completion of security checks and developments in the pandemic). This is a curricula internship/tirocinio curriculare.

The Private Office is a small and busy team dedicated to ensuring that the Ambassadorā€™s and Deputy Head of Missionā€™s working days run smoothly. Their Executive Assistants manage the diaries and correspondence, and their Visits Coordinator puts together visit programmes outside Rome. The intern will have the opportunity to learn new skills working alongside all the members of the team, including organisation of meetings, lunches, dinners and other events, compiling guest lists and overseeing other event related tasks.

MAIN DUTIES/RESPONSIBILITIES

ļ‚· Monitor and submit to the Ambassador for his consideration, incoming invitations from the Private Office shared mailbox;

ļ‚· Accept/decline invitations and send simple thank-you messages;

ļ‚· Issue invitations to social events, log and chase replies and produce final guest lists;

ļ‚· Learn diary management;

ļ‚· Assist the Ambassadorā€™s and Deputy Head of Missionā€™s Executive Assistants in their daily work and cover their phones occasionally;

ļ‚· Assist with printing documents for the Ambassadorā€™s daily briefing pack

ļ‚· Arrange appointments on the Ambassadorā€™s behalf;

ļ‚· Book hotels, rail tickets and flights for the Ambassador, under the supervision of the Visits Coordinator;

ļ‚· Assist the wider Chancery in the organization of major events;

ļ‚· Translate messages addressed to staff from English into Italian;

ļ‚· Liaise with the Executive Assistants and Residence Manager to organize official dinners and events;

ļ‚· Update the Chancery database;

ļ‚· Register incoming gifts and assist with organization of the annual raffle.

 

The Villa Wolkonsky British Ambassadorā€™s Residence, is the Ambassadorā€™s home, but it also accommodates official guests coming from the UK (2019 ā€“ 367 houseguests) and is a conference and events Centre (2019 - 436 events of different sizes and types). Our main objective is to make sure that houseguests are comfortable and events run smoothly to a standard of excellence. We are a team of 15 people, who run the house and office. The Residence Manager supervises the running of the Residence and the many events it hosts, whilst Event Managers from various Embassy Sections organise lunches, dinners and other official events. The Residence Manager is also part of the Ambassadorā€™s Private Office team at Porta Pia, and there is a close collaboration between the two offices. The intern will have the opportunity to learn a host of new skills working alongside all the members of the team.

MAIN DUTIES/RESPONSABILITIES:

ļ‚· Learning how to organize events, plus drafting menus, seating plans, name cards;

ļ‚· Issuing invitations to social events, logging and chasing replies and producing final guest lists;

ļ‚· Learning how to run an Ambassadorā€™s Residence;

ļ‚· Updating and analysing statistics on event and houseguest numbers;

ļ‚· Purchasing small items online;

ļ‚· Learning diary management;

ļ‚· Assisting with accounting/budget management;

ļ‚· Liaising with embassy teams on houseguests and updating the database.

 

REQUIRED EXPERIENCE AND SKILLS:

Fluent spoken and written English and Italian; (C1 level of the European Framework or equivalent)

Good IT skills ā€“ MS Outlook and the full MS Office package

Organizational and interpersonal skills;

Ability to work under pressure and prioritize work;

Ability to work independently but also as part of a highly dynamic team;

Ability to draft simple letters; Good telephone skills;

Handling official telephone calls;

Specialist skills/interests (music, film, fashion, virtual events etc.) would be desirable.

 

TERMS AND CONDITIONS:

The British Embassy only offers curricula internships, ā€œtirocinio curriculareā€. The ā€˜tirocinio curriculareā€™ is intended for undergraduate students, as part of their education/studies, The candidate will have to go through a selection process by way of an interview, both written and oral. Due to local labour law, preference will be given to candidates who can complete the full six month internship and are not graduating during the internship.

Prior to appointment of the successful candidate, the Embassy will have to sign an agreement (Convenzione di Tirocinio) with the university setting out the arrangements including tutor, health& safety and insurance cover.

The intern will be granted a number of credits (crediti formativi) as indicated by the university. The internship is not a work contract and as such is not paid. However the Embassy will pay the intern a monthly allowance of ā‚¬350 per month. This amount is not subject to tax under current local legislation. The intern would be expected to work an average of 30 hours per week, Monday to Friday, within the range of 08am ā€“ 6pm. Some degree of flexibility is expected, mostly in case of seminars and events.

Flexibility is ensured by the whole section to accommodate the internā€™s need in case of university exams or for personal reasons.