Short Description:


The Venue and Events Supervisors will act as the principal client liaison and point of contact during live events. They will oversee staff, manage the interface between in-house services and external providers, and ensure a seamless experience from the initial client meeting to post-event handover.

  • Ensure the smooth running of all events, where all aspects of the client and guest experience are delivered to the highest levels, ensuring both property and organisational standards are attained and adhered to.
  • Line management of 2 x Service Officers
  • Work proactively to maximise client and guest satisfaction, delivering a timely and responsive approach to enquiries and problem resolution.
  • Work with the Senior Commercial Events Manager to develop and implement goals and targets aligned with the organisational strategies.
  • Collaborate with all members of the team within the department, fostering a culture of growth, development, and performance whilst reflecting and promoting the organisation’s cultures and values.
  • Communicate with the Senior Commercial Events Manager to ensure that sales targets are realised, that costs and departmental inventory are controlled, and performance levels are attained.
  • Build and maintain effective working relationships with all key stakeholders, ensuring all communication and activities are delivered and undertaken in a timely manner.
  • Introduce and promote agreed activities that advance sales and profitability, whilst incorporating environmental concerns.
  • Ensures adherence to all relevant legislation where due diligence requirements and best practice activities are planned, delivered, and documented for internal and external audit, performing follow-up as required.

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Key Responsibilities

Pre – Event Planning:

  • Utilise software for event layout coordination and oversee all event details.
  • Establish and manage the vendor supplier framework, coordinating with external providers, e.g., caterers, decorators, AV technicians.
  • Liaise with IMMA Venues clients to establish event details and communicate these details internally to IMMA Staff.

Live Event Delivery:

  • Be the onsite point of contact for IMMA Venues clients hosting events at IMMA Venues and for IMMA Venues agreed suppliers who are facilitating events at IMMA Venues.
  • Supervise Service Officers in the set-up of room(s).
  • Supervise event security and cleaning staff (contracted for event).
  • Coordinate with music and entertainment providers to manage logistical and administrative details as needed.
  • Conduct sound check readings during live events and ensure adherence to event protocols.
  • Act as the on-site event controller, supervising all aspects from conception to live execution.
  • Be present during live events to address last-minute requests and ensure smooth operation.
  • Be present, or nominate an IMMA Venues representative, to monitor IMMA Venues event spaces to ensure no damage occurs during live events.

Post – Event:

  • Continuously evaluate event processes and procedures to identify and implement improvements for future events.
  • Oversee the set up and takedown of the event and ensure the venue is cleaned and restored to its original condition.
  • Prepare detailed reports on the event, including attendance, incidents, damages, and financial summaries.

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Additional Responsibilities

Deputisation:

  • Provide cover for other team members, if needed.

Standard Operating Procedures (SOPs)

  • Develop and implement SOPs to administer events to a high professional standard. Maintain up-to-date details on events and communicate changes to relevant personnel.

Health & Safety Compliance:

  • Ensure all health and safety requirements are met for live events, liaising with both in-house and external health and safety consultant, as required. Responsible for North Range emergency evacuation.

Staff Learning and Development:

  • IMMA staff participate in an annual PMDS process. In conjunction with the Senior Commercial Events Manager, assess training and educational needs of staff for on-site and external training, as required. Adhere to employment law and public service legislation when engaging with staff members, ensuring their efforts are always optimised.

Certification Requirements:

  • Maintain certifications in first aid, CPR, and manual handling.

Building Knowledge:

  • Acquire familiarity with the venue, including electrical equipment and plant locations, lighting, and heating.

Financial Management:

  • Accurately track financial income, expenditure against the agreed budget.

Eligibility:

  • Third-level qualification in Business, Event Management or Hospitality.
  • Minimum 3 years’ experience in a similar role.
  • Proficiency in the MS Office suite and CAD systems.
  • Excellent communication skills and strong relationship management abilities.
  • Customer service-focused.
  • High standards of organisational skills and attention to detail.
  • Multitasking expertise.
  • Ability to remain calm and professional under pressure.
  • Proven track record in logistics and project management.
  • Marketing and promotional acumen.
  • Robust administrative and supervisory skills.
  • Team player with the ability to work independently and take initiative.
  • AV and catering experience would be advantageous.

Program Benefits or Awards:

  • 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.
  • Erasmus+  Staff Mobility Scheme funding by the European Union.
  • Government Pension Scheme
  • 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.

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Salary

The salary for this role is in line with public sector pay scales, starting at €37,544.00, Point 1 of the Executive Officer (PPC)
scale, as of 1st March 2025.

The Full Time Salary Scale: €37,544; €39,465; €40,550; €42,667; €44,564; €46,400; €48,229; €50,019; €51,848; €53,670; €55,604; €56,900; LS1 €58,748; LS2 €60,610

 Entry Fee: none

Location: Dublin, Ireland

Deadline: 29 July 2025

Website link: 

https://imma.bamboohr.com/careers/58

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