Events Executive

Role Purpose:

The Events Executive will manage and oversee all aspects of event planning within the museum’s spaces in collaboration with colleagues, external clients, and stakeholders. These activities are critical to achieving the goals of IMMA and overseeing a portfolio of State, Cultural, and Commercial events.

The Event Executive ensures every detail is in place in advance of an event to run smoothly and ultimately enhances the visitor experience engaging in events at IMMA.

Primary Objectives/Key Responsibilities:

Client Relationship Support:

  • Conduct preliminary research on potential clients or event opportunities.
  • Handle client inquiries and provide high-level customer service to ensure client satisfaction (both internal and external).
  • Prepare and present proposals and contracts. Use a suitable software system to demonstrate layout of event with the client.
    Event Planning and Design:
  • Work closely with clients, external event companies, internal stakeholders to plan event details from concept to the execution.
  • Manage bookings and scheduling for museum event spaces.
  • Understand the event’s objectives and design it accordingly. This includes style of event, setting timelines, number of guests, F&B requirements, entertainment, speeches, planning the layout etc.
  • Provide clear and effective communication with OPW and external contractors to ensure IMMA’s needs are met within a safe environment.
  • The Event Executive may have duties which include the transportation of furniture, such as tables, seating, stages, dancefloor, audio systems, barriers, dancefloors, uplighters, coat rails, signage stands and heaters.
    Vendor Management:
  • In conjunction with Senior Commercial Events Manager, identify and select external event companies that align with the state’s and IMMA’s needs through rigorous vetting and competitive procurement processes.
  • Oversee vendor performance to ensure compliance with museum standards and event objectives.
  • Maintain strong relationships with all external partners and vendors.
    Stakeholder Communication:
  • Engage with stakeholders at all levels, including state officials, museum staff, and external partners, to support events.
  • Ensure that all internal stakeholders are informed about event developments and that their input is incorporated into the planning process.
  • Address and resolve any issues that arise before, during, or after events.
    Budget Management:
  • Develop and manage comprehensive budgets for state, cultural and commercial events, integrating costs from external entities and ensuring transparent financial reporting.
  • Monitor expenses and provide regular financial reports to museum management.
    Post Event Analysis:
  • Conduct thorough post-event evaluations to assess the performance against objectives and identify improvement opportunities.
  • Prepare detailed reports for state officials and relevant stakeholders, outlining event outcomes, budget adherence, and public engagement.
  • Gather feedback from attendees, vendors, and museum staff to enhance future events.

Any other duties, and any change to duties as assigned by the Senior Commercial Events Manager and / or Head of Operations. Full Role Profile available for review.

The successful candidate will have:

Education and Experience:

  • A third level degree and/or 5 years relevant administration.
  • Proven track record of successfully managing large-scale events advantageous.

 Skills:

  • Strong negotiation skills and experience managing contracts.
  • Demonstrated ability to work collaboratively with external partners and vendors.
  • Excellent organisational, communication, and leadership skills, with the capacity to manage multiple projects simultaneously.
  • Proficiency in the use of event management technology and tools.

Desirable Attributes:

  • Passion for arts and culture, with an understanding of the museum’s strategy.
  • Experience in handling high-profile events and VIP guests.
  • Ability to work flexible hours, including evenings and weekends, as required by the nature of public events.

Terms and Conditions

Why Work with Us?

  • Opportunity to get involved in IMMA’s 2024-2028 Strategy, development of key themes in response to current global cultural concerns which will shape our programming over the next five years.
  • Progressive, hybrid working model.
  • The opportunity to work in a beautiful serene historic 17th Century Building surrounded by 48 acres of Meadows and Gardens – an oasis in Dublin City.
  • Free Parking / Secure Bike Sheds.
  • Career development opportunities through mentoring, coaching, and training.
  • Generous Pension
  • Employee Wellbeing Committee.
  • Employee Assistance Programme.
  • Generous Public Sector leave benefits.
  • Strong values-based and inclusive culture.
  • Strong commitment to diversity, equity, and inclusion.
  • Great team environment working to our Core Tenets: Contemporary, Inclusion, Innovation, Collaboration and Globally Connected.
  • Valuable experience at a leading cultural institution.
  • Opportunities to attend special museum events and exhibitions.
  • Networking opportunities with professionals in the museum and cultural sectors.

 

Salary: Executive Officer Std Scale (PPC) Point 1 of the scale: €35,687 as of 01st January 2024

Salary Scale as of 1st January 2024
Yr 1: €35,687; Yr 2 €37,589; Yr 3 €38,663; Yr 4 €40,759; Yr 5 €42,638; Yr 6 €44,455; Yr 7 €46,266; Yr 8 €48,039; Yr 9 €49,830; Yr 10 €51,581; Yr 11 €53,440; Yr 12 €54,685; LS1 €56,461; LS2 €58,251

Candidates should note the Irish Museum of Modern Art complies with Department of Public Expenditure and Reform and guidelines on Public Sector pay and conditions of employment and pension provisions. Entry level will be at Point 1 of this Grade. 

Annual Leave will be 23 days rising to 24 days after 5 years’ service, 25 days after 10 years’ service, 26 days after 12 years’ service and 27 days after 14 years’ service. This leave is the basis of a five-day week per annum.

Contract Duration:  Permanent Contract of Employment subject to a 6-month probationary review.

Hours of Work: Full time hours, however flexibility is key to success in our organisation and many of our staff work flexibly in many ways, including part-time. Please talk to us about what flexibility means to you and don’t let anything stop you from applying.

Closing date for receipt of applications: by 3pm on Wednesday the 05th June 2024.

Interview dates: Mid June 2024

Commencement Date: July 2024

IMMA is an equal opportunity employer, and we value equality, diversity and inclusion and we recognise the benefits it can bring to IMMA and enhance staff and visitor experiences. If you require reasonable accommodation for any part of the applications process, please email Fiona.brady@imma.ie

To apply for this job, click >> HERE.

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