Events Administrator

Working hours: 9AM - 5:00PM

35 hours per week across 5 days (Monday to Friday). From time to time the job holder may be asked to assist at weekends on a time in lieu basis.

We are looking for as Events Administrator to be responsible for providing high-level administrative support, managing event logistics, and maintaining excellent client relations. The successful candidate must quickly adapt to internal systems and procedures to ensure business is conducted efficiently. A core requirement of this role is to consistently present an image of friendliness, attentiveness, and efficiency.

Key Responsibilities

Event & Booking Management

• Manage, create, amend, or cancel accommodation bookings on TCAS (accommodation software package).
• Record Bookings on Resource Booker (Venue Booking software package) for both internal and external clients
• Coordinate the setup and breakdown of venues, including accommodation and catering requirements.
• Handle allocations, registration, and check-in procedures for large-scale events.
• Facilitate occasional site visits for prospective clients or organizers.

Communication & Liaison

• Act as the primary point of contact for communication enquiries - in person, by phone and by email.
• Liaise directly with event organizers and group representatives.
• Collaborate with internal departments including Housekeeping, Security, Campus Services, Health & Safety, Maintenance, and Catering suppliers.
• Work with the Accounts department regarding invoicing, refunds, and deposit processing

Information & Data Management

• Ensure guest records and bookings are promptly and accurately maintained.
• Process contracts and formal requests for deposits.
• Distribute updated information reports to relevant departments.
• Manage and update online systems and web pages.

Guest Services

• Address guest and organizer enquiries, providing localized information regarding campus stays and visits to Maynooth or Ireland.
• Support management with occasional tasks related to events and marketing.
• Hands on event support, meet greet etc.

Essential Qualities

• Professionalism: Maintains a high level of professional conduct, a clean/smart appearance, and remains well-mannered and courteous.
• Integrity: Must be honest, hard-working, reliable, and trustworthy.
• Attention to detail: be able to demonstrate a high level of attention to detail and the ability to problem solve under pressure and without excessive supervision.
• Communication: Demonstrates excellent listening, verbal and written language skills.
  • Must have fluent language skills in the English language as the university operates primarily in the English language.
  • As this is a customer facing role the ability to communicate effectively in a highly diverse customer service environment.
  • Ability to manage customer concerns or request in a calm and proficient manner.
• Resilience: Ability to work effectively and maintain composure under pressure maintaining focus on key tasks or the task at hand.
• Education to primary degree (Level 8) would be desirable. At a minimum a level 6 general education (Leaving Certificate or equivalent) is an essential requirement.

• Adaptability: Possesses the flexibility to meet changing demands, handle emergencies, and work unsociable hours when required.
• Team Skills: to be able to operate collaboratively or independently as appropriate, using initiative, professional discretion, and sound judgement.
• IT Skills: High level of proficiency in Microsoft 365 tools ( such as Excel, Outlook, SharePoint, Word, Powerpoint) with experience using databases
• Data Protection: Be able to demonstrate a full understanding of how the Data Protection laws, Client confidentiality and privacy, apply to the various tasks and behaviours expected in this Role.