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Event Lead

2 months ago

Dublin, Ireland Guinness Enterprise Centre Full time

About the GEC:

The Guinness Enterprise Centre (GEC) is a world class enterprise centre for ambitious and innovative companies. It is a dynamic community of high potential start-ups and it offers the very best in support services, networking and business opportunities. The GEC services over 160 emerging businesses in a large, modern, flexible office environment in Dublin 8. Clients are offered an unrivalled range of services and supports including a fully staffed reception area, 24-hour security and managed IT services, enabling them to build sustainable businesses. The GEC has completed a major €10 million expansion creating an Entrepreneurial Superhub in Dublin 8 in 2021.


About Role:

The Event Lead @GEC is responsible for overseeing and coordinating the logistics, operations, and overall coordination of GEC Corporate Event Hire. This role requires meticulous attention to detail, exceptional organisational skills, and the ability to provide excellent customer service to clients, programme and event attendees. The candidate will be responsible for all inbound sales leads for the events space and will work closely with Marketing to create compelling campaigns to attract new venue hire leads. The Event Lead @GEC is a pivotal role in ensuring the success of the GEC core offering of our Event Space. This position requires a dynamic, detail-oriented individual who can efficiently manage and grow the venue's operations and provide exceptional service to clients and event attendees.


Work Location:

The GEC office in the Guinness Enterprise Centre (GEC). This is a full-time onsite role with in-person delivery.


Key Responsibilities:


Event Planning and Execution:

  • Coordinate all requirements for the GEC current Event Clients.
  • Have responsibility for all inbound sales enquiries for the GEC Conference & Events Space and prepare quotes accordingly.
  • Develop and manage a sales pipeline and actively source new clients for the GEC Conference & Events Space.
  • Create event timelines and schedules, ensuring all aspects of the event are properly coordinated, using the GEC online booking system.
  • Oversee the setup, execution, and breakdown of events, ensuring they run smoothly and on schedule.
  • Liaise with Accounts @GEC on all invoicing requirements.


Event Operations:

  • Oversee the Conference & Event Space's physical setup, ensuring it is clean, well-maintained, and appropriately set up.
  • Work closely with Events and Facilities Operative to ensure the smooth operation end to end of all GEC conference and events hire.
  • Coordinate with the Operations Team to ensure the venue is in optimal condition for events.
  • Manage the Clevertouch AV and sound system.


Client Relations:

  • Act as the primary point of contact for external clients, larger internal event and programme bookings, addressing their enquiries and concerns promptly.
  • Provide excellent customer service to ensure client satisfaction and encourage repeat business.
  • Manage the Feedback process to understand what works well in the GEC Conference & Events Space and what areas need improving.


Vendor Coordination:

  • Liaise with vendors (caterers, audio-visual providers, security, etc.) to ensure services required are and delivered on time.
  • Ensure that all vendors comply with GEC venue policies and standards.


Safety and Compliance:

  • Liaise with Operations Team to ensure the Implementation of safety measures, including emergency procedures, to ensure the safety of all attendees and staff.
  • Liaise with Operations Team to ensure the venue is compliant with all relevant regulations and permits.


Budget Coordination:

  • Prepare and coordinate event budgets, tracking expenses, and ensuring events are executed within budgetary constraints, for internal and external events.
  • Meet quarterly KPI (key performance indicator) targets set by Management and the GEC Board.
  • Liaise with Accounts @GEC for all client invoicing and financial breakdown of individual rooms booked, to determine performance.


Venue Hire/Event space Promotion:

  • Update the events brochure and all GEC conference and event space/venue hire promotional material, to show the GEC Events Space at its best to attract new clients. 
  • Collaborate with the marketing team to promote the GEC Conference and Events Venue Hire & GEC Events (where relevant) to drive attendance through various channels, including social media, website, and email marketing.
  • Design packages and multiple booking deals for continuity with existing clients and to attract new clients.


Administrative Tasks:

  • Maintain detailed records of all event-related information, including contracts, invoices, sales pipeline and client communications.
  • Complete administrative tasks such as scheduling, filing, and reporting.


Required Skills/Experience:

  • Bachelor's degree in hospitality management, event management, or a related field is preferred.
  • Proven experience (3 years minimum) in event coordination/management
  • Strong organisational and multitasking skills.
  • Excellent communication and interpersonal skills.
  • Proficiency in event management software and Microsoft Office Suite.
  • Ability to work under pressure and adapt to changing event requirements.
  • Knowledge of safety and security protocols for event venues.
  • Exceptional problem-solving and decision-making skills.
  • Availability to work flexible hours, including evenings and early mornings, as needed.

 

Key benefits of the role:

  • Generous Time off (Annual Leave and company days)
  • PRSA Employer Contribution
  • Income Protection and Death in Service Group Scheme
  • Health Insurance allowance
  • TaxSaver and Bike to Work Scheme
  • Wellness Programme
  • Voluntary Time Off & Corporate Social Responsibility (CSR) Programme
  • Employee Assistance Programme (EAP)
  • Regular team-based activities and social activities
  • Convenient city centre location in Dublin 8
  • Opportunity to work within a creative, collaborative and energetic team
  • Networking opportunities with new start-up ventures
  • Personal and professional development - the GEC is a strong promoter of personal and continuous professional development with offerings of micro learning (LinkedIn Learning) and other professional development.

 

The GEC is an equal opportunities employer. We are committed to equal employment and growing a diverse workforce. We embrace those of any of gender identity or expression, sexual orientation, religion, ethnicity, age, neurodiversity, disability status, citizenship, marital status or any other aspect which makes them unique; and we want our team members to reflect this The GEC actively supports inclusion in the workplace and will endeavour to provide reasonable accommodations as requested by candidates throughout the interview process for this position. If you require interview reasonable adjustments, please let us know when scheduling your interview.