Events & Technical Coordinator

The Gallery wishes to recruit an Events & Technical Coordinator in the Commercial department on a permanent basis. The purpose of the role is to coordinate functions and events, for both internal and external clients. Reporting to the Corporate Engagement & Events Manager (or nominated deputy), the successful candidate will:

• Be an events team leader
• Setup, operate, maintain and be responsible for the Gallery’s specialist AV equipment
• Take primary responsibility for the management of internal and external Lecture Theatre, conference and meeting clients
• Work within the Events team to effectively manage both external and internal events across the Gallery’s venue hire spaces.
• Work as part of the larger Events team to provide clear direction on how each event is to be set up, catered and executed.
• Respond promptly to client / prospective client enquiries, bookings and requests
• Promote an effective, positive and constructive team culture where the work of others is valued and respected
• Collaborate within the Commercial department to maximise the potential of events in the Gallery
• Provide A/V and technical support to offsite Gallery events
• Support the Development department by managing all corporate partner relationships in a professional manner
• Deliver a first-class experience for the Gallery’s corporate partners and clients, and maximise engagement and value for both
• Ensure all events are administered within legal and charity guidelines
• Ensure the Gallery events team is trained in lecture theatre A/V
• Work closely with the Operations department to ensure that all functions and events are run within the Gallery’s health and safety guidelines as required
• Ensure all clients work within the Gallery suppliers list and policy guidelines
• Ensure all third party suppliers are provided clear direction and work within the Gallery’s policy guidelines
• Deliver excellent customer service to current and prospective clients, both front-of-house and by phone/email
• Keep accurate records of data, income and expenditure for all events including corporate partners
• Co-ordinate the events calendar for the Gallery, process new bookings and deal with all queries relating to events effectively
• Be assigned other duties as and when required

The successful candidate will have:

• A QQI/FETAC Level 6 or higher or equivalent in sound production and/or film and television production (or similar training course covering sound and vision mixing equipment)
• Previous work experience in the area of live audio and visual production
• Previous work experience in the area of functions, events and catering
• A working knowledge of all Health & Safety guidelines and policies and procedures
• A proven track record of showing initiative, training staff and working collaboratively with other departments
• A positive and proactive approach to work and is confident in own ability to deliver an effective and efficient customer service
• Exceptional interpersonal and communication skills (written and oral) coupled with a professional, polite and courteous manner when managing relationships with staff, visitors, clients and third party contractors
• Adept organisational skills, with an ability to meet deadlines and contribute to reports where necessary
• An adaptable and flexible attitude to work together with an ability to work calmly under pressure and reprioritise workload
• An ability to work independently and as part of an effective team and has a proven ability to inspire, motivate and engage others to successfully complete projects and/or tasks
• An ability to generate innovative ideas and identify new opportunities
• An understanding of budgeting and revenue generation in the Gallery
• Strong IT skills, including competent use of Microsoft Office package: Outlook, Word, Excel
• Self-motivation, drive, enthusiasm and a willingness to enhance own professional lifelong learning and development
• An interest to work in the Gallery and a willingness to contribute to a positive working environment
• A Hazard Analysis Critical Control Point (HACCP) Level 1 training qualification (desirable)

Note: This job description is a guide to broad areas of responsibility and accountability and should not be regarded as a comprehensive listing. All employees are required to be compliant with NGI screening, security and Garda vetting procedures.

Conditions of employment

This job description is a guide to broad areas of responsibility and accountability and should not be regarded as a comprehensive listing. This may be subject to review in view of new structures and/or the changing needs of the Director and the Gallery. All employees are required to be compliant with NGI screening and Garda Vetting procedures. The post will be subject to a satisfactory medical check and successful completion of a successful probationary period. Applicants must be fluent in English and be eligible to work in Ireland.

Citizenship Requirements

Eligible candidates must be:

1. A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein, and Norway; or

2. A citizen of the United Kingdom (UK); or

3. A citizen of Switzerland, pursuant to the agreement between the EU and Switzerland on the free movement of persons; or

4. A non-EEA citizen who has a Stamp 4 permission or a Stamp 5 permission.

Please note: A 50 TEU permission, which serves as a replacement for Stamp 4EUFAM after Brexit, is considered equivalent to Stamp 4.

Job Details and Application Information

Grade and Salary:

Salary is in accordance with point 1 of the Executive Officer salary scale (PPC), currently €36,544 per annum as per 1 October 2024 pay adjustments.

Candidates should note the National Gallery of Ireland complies with Department of Public Expenditure and Reform regulations and guidelines on Public Service pay and conditions of employment.

Annual Leave:

The successful candidate will be entitled to 23 days of annual leave pro rata.

Superannuation:

The successful candidate will be placed on the public sector pension scheme.

Benefits:

The Gallery provides staff the opportunity to participate in the tax saver and cycle to work schemes.

Duration: Permanent

Working hours: Full time, 5 days over 7 a week – 35 hours per week (net of breaks). Please note, flexibility is required and the successful candidate will be required to work early mornings, late evenings and weekends when required.

Any personal data that you provide when applying for this position shall be processed in accordance with our Privacy Notice.

How to apply:

To apply for this position please submit the following documents (in PDF format):

• Cover Letter of not more than two pages

• CV of not more than two pages

Candidates should note that panels may be formed from which future positions may be filled.

Closing date for receipt of applications: 9 February 2025

Interviews will be scheduled in March 2025.

At the National Gallery of Ireland, we value equity, diversity and inclusion. We recognise the benefits it can bring to our staff and our visitors interactions. We celebrate difference and want our people to be representative of all communities. If you require reasonable accommodation for any part of the application process, please do not hesitate to let us know.

The National Gallery of Ireland is an equal opportunities employer