Executive Assistant & Business Coordinator (Italy)

About the job

About Allumee 

Allumee is one of Europe's leading drone light show companies, creating spectacular aerial experiences for international brands, public institutions, sporting events, tourism destinations and major celebrations. 

To support our growth in Italy, we are looking for a dynamic, organized, and ambitious junior professional to work directly alongside the Managing Director Italy and support the day-to-day management of commercial, operational, logistical, and administrative activities. 

This is a unique opportunity to join a fast-growing and innovative industry, gain broad business exposure, and contribute to the delivery of extraordinary events across Italy and Europe. 

Your Role 

You will act as a key link between clients, operational teams, suppliers, and internal departments, helping ensure the smooth execution of projects and drone shows. 

1. Commercial Support 

● Assist in preparing commercial proposals and presentations. 

● Manage post-sales activities and client follow-up. 

● Coordinate communication between clients and internal teams (Creative, Marketing, and Operations). 

● Update CRM systems and track commercial opportunities. 

2. Event & Logistics Coordination 

● Support the planning and coordination of transportation for drones, equipment, and operational materials across Italy. 

● Assist in managing and monitoring operational equipment. 

● Organize travel, accommodation, meals, and transfers for operational teams. 

● Provide logistical support during event preparation and execution. 

3. Administration & Business Support 

● Support administrative and accounting activities. 

● Collect and organize documentation for customer and supplier invoicing. 

● Liaise with external consultants, accounting firms, and suppliers. 

● Assist with personnel administration and contractor management. 

● Maintain dashboards, KPIs, and internal reporting tools. 

4. Operations Team Coordination 

● Assist in scheduling drone pilots and event coordinators for Italian operations. 

● Support the organization of operational briefings. 

● Monitor field activities and quality standards. 

● Occasionally coordinate temporary staff and external suppliers. 

5. Flight Authorization Support 

● Prepare documentation required for operational flight authorizations. 

● Support regulatory and compliance processes. 

● Coordinate with authorities, stakeholders, and aviation-related entities involved in approvals. 

● Maintain and archive technical and operational documentation. 

Who We're Looking For 

● Degree or diploma in Business Administration, Management, Logistics, or a related field. 

● Strong organizational skills and attention to detail. 

● Ability to manage priorities and solve problems proactively. 

● Comfortable working with multiple stakeholders in a dynamic environment. 

● Interest in events, technology, innovation, and aviation. 

● Good knowledge of Google Workspace. 

● Professional written and spoken English (assessed during the interview process). 

● Knowledge of French or additional languages is a plus. 

● Previous experience, even short-term, in logistics, administration, customer service, or event management is highly valued. 

What We Offer 

● A direct role within an innovative and rapidly growing international company. 

● Close collaboration with the Managing Director Italy. 

● Exposure to commercial, operational, logistical, and administrative activities. 

● A young, international, and merit-based work environment. 

● Significant learning opportunities and long-term career growth. 

Conditions 

● Fully remote position. 

● Occasional travel across Italy, France, and other European countries. 

● Permanent employment contract. 

● Competitive compensation package with fixed and variable components, based on experience and qualifications. 

If you'd like to contribute to some of the most innovative drone shows in Europe, we'd love to hear from you. 

Send us your CV together with a short introduction and tell us why you'd like to join Allumee.

recruitment@allumee.com