Corporate Events Administrator

Events Administrator

Orange Recruitment are seeking an Events Administrator for a public sector agency who will play a key role in supporting the planning, coordination, and delivery of events in relation to the EU Presidency. The role focuses on ensuring the smooth and effective organisation of all assigned events and activities.

Working as part of the Corporate Affairs team, the position involves close collaboration with colleagues across the section, as well as regular engagement with external suppliers and venue partners to maintain strong, and professional working relationships. The role will also support wider Corporate Affairs functions, including Travel, Reception, and other operational requirements as they arise.

Success in this role requires excellent communication skills, strong adaptability, and the ability to manage shifting priorities in a dynamic environment.

Salary: €31,618 – €48,927 per annum

Annual leave: 22 days per annum

Contract: Until December 2026

Role Responsibilities

Events

• Develop a clear understanding of the agencies role in the EU Presidency.
• Plan each meeting and schedule regular coordination meetings with suppliers and relevant staff members.
• Identify suitable packages for each meeting, ensuring alignment with current economic considerations.
• Ensure value for money is achieved in all bookings and procurement decisions.
• Liaise with the nominated delegate for each meeting to ensure all requirements are fully met.
• Maintain strong, professional working relationships with all selected venues and suppliers.
• Manage contracts and accounts with each supplier effectively.
• Oversee and monitor budgets for each assigned meeting.
• Undertake training on the event management software to ensure it is used to its full capability.
• Manage contracts and accounts with each supplier
• Provide training to other colleagues on event management software.
• Organise catering for in house meetings.

Travel

• Acting as a point of contact for the department, providing timely and effective responses to travel requests received.
• Log all travel requests for statistics and insurance purposes
• Liaising with the travel agent in relation to bookings
• Sourcing the most cost-effective flight and hotel options
• Ensuring that travel requests are dealt with in an efficient manner.
• Ensure that final travel itineraries are prepared in advance of travel
• Liaising with other departments across the organisation
• Update the Travel SOP, Guidelines and Forms as required.
• Ensuing that all colleagues comply with the travel SOP
• Ensure that all travellers have up to date information on file and the travel agent files relating to their personal travel details.
• Ensure that good communication is maintained with travel agents and other travel contact points.
• Assist with resolving any travel related issues pre and post travel.
• Ensure that all travel is booked for the organisation is following guidelines set by the Department of Health.

Quality Management

• Supporting the effective management of the Quality Management System.
• Ensuring that appropriate SOPs are in place and in use, for the activities of the Office.
• Participate, as required, in internal audits, and working on the implementation of any required corrective actions.

Performance Management

• Working with the OCE Business Support Manager to agree appropriate performance related targets.
• Taking measures to identify and resolve issues impacting performance, reporting regularly on progress against specified objectives, goals and performance targets.
• Participating in the performance development programme (PDP) of the organisation and contributing to the setting of goals and objectives.
• Promoting a positive, open, friendly and professional working environment.

Communication/Customer Service

• Ensure effective and regular communication within the team
• Working with the team to ensure delivery of efficient and effective customer service.
• Ensuring that policies and procedures are communicated in a consistent way to stakeholders.
• Liaising with relevant external organisations in relation to activities and processes relevant to the section.
• Ensuring that appropriate mechanisms are in place to support interactions with other areas of the business.

General

• Provide Reception cover as required
• Performing other duties as the agency may reasonably require.

QUALIFICATIONS AND EXPERIENCE

To be considered for this post, candidates must have:

• Previous experience in a fast-paced office environment (a minimum of 1 year) preferably in a similar role
• Excellent organisational skills including the ability to prioritise and manage large volumes of work
• Can work well under pressure, with short deadlines and unexpected/unplanned changes.
• Ability to engage with employees and understand their needs
• Ability to meet milestones/deadlines and reach targets.
• Excellent communication skills both written and verbal.
• Excellent planning and organisational skills.
• A proven track record of working in a team environment requiring a high degree of flexibility.
• Strong interpersonal skills to liaise with relevant parties as required.
• Excellent knowledge of Microsoft office/Adobe and database administration