Native Events is the driving force for sustainability in the creative and cultural sector in Ireland. The organisation works with an expanding cohort of partners and collaborators across three pillars – consultancy, advocacy and training in creative climate action; as a creative agency and sustainable events production house; and in the supply of infrastructure and equipment for more environmentally sustainable events and activations.
We are currently seeking an Operations Administrator to expand our dynamic team. This role is perfect for individuals who are passionate about the environment, sustainability and culture and creativity, and looking to contribute to the efficient operation of our organisation. The successful candidate will work closely with our General Manager, our Events Director, and our Head of Crewing, as well as supporting the wider team, playing a crucial role in the operational and administrative aspects of our projects.
THE ROLE:
Crewing and Logistics:
- Develop and manage crew schedules, overseeing the logistics of crew on-site to ensure efficient and timely project execution and information capture
- Monitor crew expenses, reconciling invoices with crew schedules and job allocations, to ensure accurate billing and payment processing
- Update crewing documents, such as health and safety files, licences, and certifications, ensuring compliance with legal and organisational standards
- Serve as Point of Contact for the crew, providing timely updates and feedback to enhance communication and resolve issues promptly
- Contribute to crewing management meetings with relevant updates and insights to support strategic planning and operational efficiency
Operations:
- Project management and scheduling of the events team, to include setting milestones and deliverables and tracking progress and success across a range of various events and engagements.
- The development of Health & Safety documentation for event contracts, to include but not limited to, risk assessments, method statements, insurance indemnities and risk registers.
- Licence and permits applications for events and activations as appropriate.
- Liaison with the relevant authorities and professional services in the development and submission of the above.
- Manage company vehicle logistics including maintaining up-to-date records for tax, insurance, and fuel card allocations, to ensure all vehicles are compliant with legal requirements.
Financial Management:
- Maintain oversight of budgets for event, activation and installation projects, including detailed costs tracking. Monitor invoicing and payment tracking, and maintain positive financial relationships with clients and vendors, ensuring smooth financial operations
- Manage financial records and transactions using tools such as Xero and Dext, ensuring comprehensive and accurate financial documentation
- Provide support in financial administration; invoicing, payroll processing, and VAT reconciliations to maintain financial accuracy and timeliness
- Regularly update and track subscriptions, licences, memberships ensuring they are current and aligned with organisational needs and budget constraints
ADDITIONAL DUTIES:
- Participate in team meetings, contributing to the organisation’s project management, deadlines, milestones, and KPIs
- Provide administrative support for strategic planning and implementation
- Perform other duties as required, ensuring the smooth operation of Native Events and its collaborations
WHO ARE WE LOOKING FOR?
We are looking for an individual with the following skills:
- Relevant qualification in Business Administration or a related field
- Experience in events, project coordination, logistics, crew management or related field
- Proficiency in financial administration, budgeting and accounting software tools such as Xero and Dext
- Strong skills in scheduling, resource allocation, and administrative efficiency
- Excellent communication, problem-solving, and collaboration abilities
- Adaptable, proactive, and detail-oriented, with a commitment to sustainability
- Ability to work effectively in a dynamic, fast-paced environment, both independently and as part of a team
TERMS:
- Commencing January/ February 2025.
- This position is a full-time role at 5 days per week.
- The role is based in the Native Events office in Segotia, Rathmines.
- Office hours are 10am to 6pm Monday to Friday.
- Hybrid working may also be undertaken with this position.
- It should be understood that at times you will be expected to work such hours as are necessary for the workload and deadlines in question.
HOW TO APPLY:
- Please forward your CV and cover letter to kyle@nativeevents.ie
- Applications are accepted on a rolling basis until the position is filled
- Note: Applications submitted without a cover letter will not be considered
Inclusivity at Native Events
We’re an equal opportunity employer committed to diversity, equity and inclusion.
Don’t let imposter syndrome stop you; we value enthusiasm and diverse perspectives.
Neurodivergent applicants are welcome; if you need any assistance during the application process just let us know.
