1 Caro Secretary.it, Sono Bianca Costantini, sono mamma di una bellissima bimba di 15 mesi e un Assistente di Direzione che da oltre 15 anni lavora in ambito internazionale e multiculturale, parlo 4 lingue e amo il mio lavoro. La mia avventura in ambito internazionale comincia dopo la laurea in Lingue, quando, dopo brevi esperienze nel settore privato, inizio a lavorare per un organizzazione internazionale: l Agenzia Spaziale Europea (ESA, prima nella sede Italiana (ESRIN, Frascati), e poi in Olanda, dove ho lavorato e vissuto per cinque anni. L esperienza lavorativa all estero in un organizzazione internazionale quale l ESA è stata fondamentale per sviluppare le competenze indispensabili in ambito multiculturale. Comunicare quotidianamente in inglese e francese, lingue ufficiali dell Agenzia, e interagire con nazionalità diverse sono il miglior esercizio per mantenere la mente aperta, sviluppare empatia con culture diverse dalla nostra ma soprattutto accettare tali differenze ed appropriarsi di nuovi schemi culturali utili per affrontare le sfide della multiculturalità. Esperienza tanto fondamentale da dire che non potrei più farne a meno, anche ora che sono tornata in Italia. Dal 2006 lavoro infatti per l European Training Foundation (http://www.etf.europa.eu/web.nsf/pages/home), un agenzia dell Unione Europea, con sede a Torino. L ETF è un agenzia specializzata dell Unione europea che aiuta i paesi partner 1 a sfruttare le potenzialità del loro capitale umano nel contesto delle politiche dell'ue per le relazioni esterne. In ETF ho iniziato come Recruitment Assistant, nell Unità delle Risorse Umane. Ho accolto centinaia di candidati di svariate nazionalità che venivano a Torino per posizioni diverse. Quasi sempre tesi e nervosi il giorno dei colloqui, è stato utile per me e per loro, mettere a frutto le mie doti di ascolto ed empatia. Dal 2010 sono Executive Assistant nell Operations Department, il core business dell ETF. Dal 2010 ad oggi ho lavorato come assistente di managers di diverse nazionalità: un inglese, un danese, un austriaca e una greca. Ma le sfide più faticose e gratificanti al tempo stesso le ho avute lavorando all organizzazione di eventi. Primo fra tutti il Torino Process 9-11 Maggio 2011, evento al quale hanno partecipato 286 invitati provenienti da tutti i paesi partner dell ETF, dal bacino del Mediterraneo, all Asia Centrale ai Balcani, membri di organizzazioni internazionali, rappresentanti della Commissione Europea e di altre istituzioni europee, esperti internazionali, Ministri e alte cariche politiche (http://www.etf.europa.eu/web.nsf/pages/ev_2011_torino_process:_learning_from_evidence?ope ndocument). E sicuramente stato l evento più impegnativo della mia carriera, per l alto numero di partecipanti, le numerose sessioni, i workshops e meeting bilaterali, il programma culturale e soprattutto la partecipazioni di Ministri da molti dei paesi partner dell ETF. Ecco alcuni feedback ricevuti a conclusione dell evento dai miei superiori: Dear Bianca, 1 Albania, Algeria, Armenia, Azerbaigian, Bielorussia, Bosnia-Erzegovina, Egitto, ex Repubblica iugoslava di Macedonia, Georgia, Islanda, Israele, Giordania, Kazakhstan, Kosovo, Kirghizistan, Libano, Libia, Repubblica moldova, Montenegro, Marocco, Palestina, Russia, Serbia, Siria, Tagikistan, Tunisia, Turchia, Turkmenistan, Ucraina e Uzbekistan.
2 Your performance in preparing the Torino conference has been outstanding - and you have kept your customary high level of professionalism and positive, practical attitude towards the corporate interest and cooperation with colleagues from all services, as well as with external stakeholders of all levels. Thank you Peter Peter Greenwood Head of Evidence Based Policy Making Department Dear Bianca In addition to the Director's message yesterday, I would like to express my warm thanks to you for your handling of participants for the TP event. Your professional, service-oriented approach ensured a smooth invitation-process and a quick approval of individual travel requests. Despite the complexity of this event, several changes and peaks during the planning process, you kept a strong focus on providing quality information and ensuring close cooperation with internal colleagues and our partners at AIM. So in short: Well done! Have a great weekend. Kind regards Bent Bent Sorensen Head of Unit, ETF Communication Unit Questo è solo un esempio dei tanti eventi organizzati fino ad oggi. Elasticità e flessibilità sono sicuramente le parole chiave del mio lavoro, insieme a professionalità e voglia di mettersi continuamente in gioco per affrontare le sfide quotidiane della multiculturalità.
3 PLANNING OF ACTIVITIES Check stakeholders availability for the proposed dates (3-5 June 2015): send an to their assistants to enquire, ask them to reply within two days) Prepare a draft budget taking into consideration all possible expenses: hotel, catering, welcome dinner, meeting room, transfers from/to hotel, guided tour, translation of material Contact the Finance Unit for approval of the budget Once received the stakeholders availability: o book meeting room o hotel reservation (make provisional booking of 4 single rooms for 3 nights at Hotel Principi di Piemonte, as first option) o contact restaurant for welcome dinner and ask for different menu proposals o contact tour organiser to check their availability to have a guided tour on 4 June from 16:00 o contact catering and ask quotes for lunches and coffee breaks (vegetarian and no pork menu choices), plus water on the table during the meeting Send official invitation letter to all participants (annex Agenda and visa template in case they need entry visa to Italy) Confirm flights details with stakeholders assistants According to flights schedules confirm number of nights for each participant to the hotel Get in touch with the transfers company to schedule transfers from Turin airport to the hotel Choose the menu for the welcome dinner and confirm it to the restaurant Confirm menus to catering for lunches and coffee breaks menus Coordinate internal collection of material for the meeting Ask as well external invitees in case they want to send documents or PowerPoint presentations in advance Meeting room on-site inspection: check technical equipment and room layout (boardroom, PowerPoint projector, microphones, lights); if needed prepare signage with indications for the meeting room, reception and rest rooms Prepare nameplates with invitees names to be put on the meeting table Prepare folders with docs and presentations (check that all documentation received is in English. In case not, contact translation company and ask translation by end of May) After the event: send thank you s to all participants with Minutes of meeting and relevant discussion documents or presentations Schedule an internal meeting for event debriefing and evaluation Collect all invoices and check them against budget Get in touch with the Finance Unit for payment of all invoices within maximum one month from the event date
4 Quarterly meeting Turin, 4-5 June 2015 MAY 2015 JUNE Public Holiday - Labour Day Revise all logistic details carefully 3 3 EVENT (Welcome dinner h 19:30) 4 check availability of invitees for 3-5 June 4 EVENT 5 prepare draft budget and contact Finance Unit 5 EVENT 6 book meeting room and hotel rooms, draft invitation letters and programme and get them signed by Director 7 send out invitation letters and Agenda 7 8 contact restaurants and catering and ask quotes for dinner, lunches and coffee breaks ; contact tour organiser 6 8 Sending "Thank you" s with Minutes 9 9 Event debriefing & evaluation internal meeting Checking event invoices against budget (Payments within 30 days by GE Italy) Deadline for confirmations Send reminders if needed or thank you s - Ask for materials/presentations by 22/5 15 Confirm flight details with stakeholders' assistants Confirm nights to hotel; book transfers Confirm menus to restaurant and catering Deadline for receiving presentations/materials Translation of documents needed? Meeting room on-site inspection Prepare nameplates and signage Prepare folders with all supporting documents
5 ADDRESS Viale dell Energia, 77 I Torino, Italy Green Energy International TEL FAX WEB Title Name Surname Job Title Organisation/Department Address Post Code / City Country 6 May 2015 Ref. nr Invitation to the Green Energy International Quarterly meeting, 3-5 June 2015, Turin Dear Mr/Ms, I am pleased to invite you to the 2015 second meeting of the Director s Management Team of Green Energy International (GEI), that will take place on June 4 and in Turin, Italy. The meeting will focus on budget monitoring and will be the occasion to discuss the 2015 work programme implementation. It would be an honour if you could join us for the meeting and the welcome dinner that will take place on 3 June 2015 at 19:30. Enclosed you will find the Agenda of the meeting and some practical information. The working languages of the meeting will be English. Please note that you will be expected to make all arrangements for your travel, while Green Energy Italy will cover the costs of transfers from/to the airport, accommodation (excluding extras) and meals. I would be grateful if you could confirm your attendance, to my assistant, Ms Bianca Costantini ( phone ) by 14 May. Should you need a visa to enter Italy, please fill in the enclosed template and return it to my assistant at your earliest convenience. I look forward to meeting you in Turin. Yours sincerely, Marco Pinco GEI Director Encl.: Agenda, Visa template letter
6 ADDRESS Viale dell Energia, 77 I Torino, Italy Green Energy International TEL FAX WEB EVENT NAME LOCATION DATE(S) Green Energy International Quarterly meeting Torino Incontra, Via Nino Costa 8, Turin, Italy 3 June 2015: Welcome dinner, Circolo dei lettori, Via G. Bogino 9, turin 4-5 June 2015: GEI Quarterly meeting Wednesday 3 June Meeting in the Lobby of Hotel Principi di Piemonte, transfer by bus 19:30 Dinner at Circolo dei lettori, Via Giambattista Bogino 9 Torino Thursday 4 June :15 9:45 9:30 9:45 9:45 10:45 Welcome and opening remarks Mr Marco Pinco, GE Italy Director General overview and progress update Mr Alexander Brown, Head of Finance Unit, GE Italy Session 1: Work Programme 2015 implementation : monitoring of planned activities: GE China Mr Xang Lee, GE China 11:00 11:30 Coffee break
7 11: :00 14:00 Buffet lunch Session 2 : Work Programme 2015 implementation : monitoring of planned activities: GE Portugal Mr Joao Pessoa, GE Portugal 14:00 14:45 14:45 15:30 Session 3 : Work Programme 2015 implementation : monitoring of planned activities: GE Mozambique Mrs Eduarda Maria Beira, GE Mozambique Session 4: Work Programme 2015 implementation : monitoring of planned activities: GE Egypt Mr Ahmed Nader, GE Egypt 15:30 16:00 Conclusions 16:00-19:00 Social Programme: Guided Tour (see programme in annex) Friday 5 June :00 9:15 9:30 9:45 Wrap up Mr Marco Pinco, GE Italy Director Budget update Mr Alexander Brown, Head of Finance Unit, GE Italy 9:45 10:45 Session 1 : Evaluation and budget monitoring 11:00 11:30 Coffee break 11: Session 2 : Session 1 continued 13:00 14:00 Buffet lunch 14:00 15:45 15:45 16:00 Session 3 : Budget forecast for 2016 Mr Alexander Brown, Head of Finance Unit, GE Italy Conclusions and final remarks Mr Marco Pinco, GE Italy Director
8 ADDRESS Viale dell Energia, 77 I Torino, Italy Green Energy International TEL FAX WEB xxx Embassy in xxx, xxx Address Telephone: xxx xxx Turin, Date Subject: Issuing of Entry Visa for Italy The GE Italy Green Energy Italy is a global leader in innovative power and control technologies for highgrowth, precision power conversion solutions. We are based in Turin, Italy, and are operational since A Site Agreement between the GEI and the Italian government assures the issuing of entry visas at short notice and with no cost. We would greatly appreciate if you could issue an Entry Visa for Italy to Mr/Ms [Name Surname], [title, function, Organisation, address of the organisation, City and Country of origin] who has been invited to participate in the [title of the meeting] which will take place in Turin, Italy from 3 to 5 June Please note that Mr/Ms [Surname] is not yet in possession of his/her travel ticket and we kindly ask you to take his/her travelling days into consideration. For further information, please contact Ms Bianca Costantini, (tel.: , We will be in contact with your services in order to follow up this request. Yours sincerely, Marco Pinco GEI Director
9 ADDRESS Viale dell Energia, 77 I Torino, Italy Green Energy International TEL FAX WEB Green Energy International Quarterly meeting Turin, 4 June 2015 CULTURAL PROGRAMME At meeting with an English speaking guide at Torino Incontra. Tour of the best known sites and baroque masterpieces of the city, which was founded by the Romans and became the first capital of Italy in Torino is also known for its cinema history, in particular for one of the most important horror directors, Dario Argento, who set some of his movies such as Deep Red (Profondo Rosso) and Suspiria in Torino. The link between cinema and the city is also represented by the Mole Antonelliana: it is the National Cinema Museum of Torino. And yet it s not a museum. At least not in the traditional meaning of the term. The Museum is one of the most important of its kind thanks to its vast collection and its many different scientific and educational activities. What makes it truly unique is its special exhibit setup. The museum is located inside the Mole Antonelliana, a fascinating monument which is the symbol of the city. The Museum is more than a museum and whoever enters it isn t just a visitor but also an explorer, an author, an actor, a spectator to whom the Museum offers the emotions of an experience we hope won t be easily forgotten. The exhibition covers square meters, 5 floors and a spectacular elevator offering a view of the Temple Hall and a breathtaking city panorama. After the visit, the excursion moves on to another Torino tradition: the historical cafès, stopping at Cafè Baratti & Milano. The historical cafès have played an important role during the years of Italian unification, as they were important meeting points for the most famous aristocrats and politicians. Here you can taste the famous Bicerin, loved by Alexandre Dumas, made by a hot combination of chocolate, coffee and milk. Return to the Hotel is scheduled at
10 Green Energy International Quarterly Meeting 3-5 June 2015 RESTAURANT CIRCOLO DEI LETTORI Menu for Welcome Dinner, 3 June 2015 (includes 3 courses, desserts, wine or soft drink, water and coffee/tea) Asparagus pudding with clams chowder and fish stock Borage potato dumplings with fresh tomatoes and fried sage Blanched Turbot, endive, red chicory, serverd with typical Piedmont sauces Raspberry and yogurt parfait with lime sauce Homemade Ice Cream and Sorbet Wines Langhe Arneis Doc Dolcetto d Alba Doc Soft drinks Coffee or tea
11 Menu Buffet Lunch 4 June 2015 Chicken salad with cheese fondue Asparagus Risotto A variety of typical cheese from Piedmont with honey and jam Fruit basket, Tiramisù Wines Barbaresco Doc Moscato d Asti Doc Soft drinks Coffee or tea
12 Menu Buffet Lunch 5 June 2015 Castelmagno cheese pie with honey Homemade ravioli of fonduta cheese butter and sage Fillet of trout with almonds and parsley potatoes Fruit basket, Bonet Wines Langhe Arneis Docg Barbera Docg Soft drinks Coffee or tea
13 Menu Coffee breaks, 4 & 5 June 2015 Coffee, Tea Assorted fruit juices Biscuits Homemade break with jam Chocolate pastries Salty muffins