Events Specialist

Job Type: 3 year contract

Working Hours: 9am – 5pm, Monday-Friday

Location – Hybrid

Salary - Competitive Package

Reporting to – WEI Senior Events Specialist

You are advised to submit your application as soon as possible as we reserve the right to close this post at any time, once we have received sufficient applications.  Closing Date for applications is 28th March 2025. 

The Candidate:

The ideal candidate for the Events Specialist role will be highly organised and detail-oriented professional with a passion for planning and executing impactful events. You will have strong project management skills, the ability to multitask under tight deadlines, and a creative mindset to bring unique and engaging experiences to life. Excellent communication and interpersonal skills are essential, as you will collaborate with internal teams, suppliers, and stakeholders to ensure seamless event execution. The ideal candidate will thrive in a fast-paced environment, demonstrates problem-solving abilities, and has experience managing budgets, logistics, and promotional strategies. A background in event planning, marketing, or a related field, along with proficiency in event management software and digital tools, is preferred.

Wind Energy Ireland:

Wind Energy Ireland (WEI) is Ireland’s leading renewable energy representative body with over 200 members involved in wind and renewable energy development in Ireland. We represent members with projects across the development spectrum - in operation, under construction, awaiting connection, and along the whole supply chain. Our members are involved in over 95% of connected and planned onshore and offshore wind projects in Ireland.

Our primary purpose is to promote the use of wind energy in Ireland, coordinating the work of our members, pooling information, and resources. The Events Department is critical to our business for dissemination of policy which means we organise some of the largest energy industry events on the island of Ireland including, the Wind Energy Ireland Annual Conference, Wind Energy Ireland Offshore Wind Conference, Wind Energy Expo Ireland, the Irish Renewable Energy Awards and the Energy Storage Ireland Conference. Our vision is to lead Ireland to a zero-carbon electricity system by 2035.

• Working on your own initiative reporting into the WEI Senior Events Specialist, you will lead, plan, organise and execute several high-quality Wind Energy Ireland events with multiple stakeholders and supporting technologies events.
• Project manage, coordinate and execute to completion all aspects of event project planning, logistics, suppliers, marketing, including managing all financial transactions and processes for the event. This will also include comprehensive registration procedures on our event software platform to ensure accurate, detailed information is recorded.
• Demonstrate an open communication approach internally with peers, cross functionally and in line management relationships.
• Collaborate with internal teams to align with events objectives and company goals.
• Coordinate the exhibition bookings and exhibition show on the day of the event.
• Maintain up-to-date spreadsheets for speakers, sponsors, exhibitors and delegates for each event.  
• Liaise with venues on event logistics and with suppliers including AV, couriers, printers.
• Coordinate appropriate messaging and outreach to event attendees before and after each event.
• Coordinate with colleagues and external stakeholders to ensure deadlines are set and adhered to (finalising speakers, programme printing, promotional material).
• Assist with design and promotion of event literature such as marketing material, flyers, programmes etc.
• Communicate with member and non-member companies interested in supporting WEI events through sponsorship, exhibiting and attendance.
• Monitor project plans on a weekly basis to ensure all conference elements are completed in a timely manner.
• Liaise with the financial accountant to ensure all payments are managed and monies collected on time.
• Complete post event follow-up.
• Continue evolving events as needed to ensure they remain relevant to members and continue to deliver positive return on investment.

Other Duties and Responsibilities:

• All employees are expected to be flexible and support activities outside their specific role where required.
• A positive attitude towards the work, enthusiasm and willingness to work as part of a cross-functional team.
• Strong customer focus in line with WEI values and our commitment to members.

• Strong multitasking abilities to handle multiple events and deadlines.
• Prioritisation skills, attention to detail, time management and sharp customer focus skills are essential.
• Demonstrated project planning and workload management skills. 
• Exceptional time management and problem-solving skills.
• Ability to work under pressure and adapt to last-minute changes.
• Excellent communications skills, verbal and written.
• Proficiency in MS Office, Word, Excel and PowerPoint.
• Strong administration skills and attention to detail a must.
• Self-starter who thrives on ownership and accountability. You can connect the dots and bring ideas and stakeholders together.
• Passion and enthusiasm for event organisation.
• Our processes, priorities, and even events may evolve rapidly. You need to be able to manage multiple events at a time and adapt to change quickly.
• Flexibility and responsiveness in following up on member enquiries, requests or changes. 
• Coordination skills with respect to event planning and liaison with stakeholders including suppliers, vendors, members and internal colleagues.
• Strong procedural understanding and collaborative approach to support efficient and effective accounting procedures including purchase orders and invoicing.
• Full driver’s license needed and must be available to attend planned events.

Desirable Criteria:

• Bachelors degree in Event Management, Marketing or Public Relations (or equivalent experience).
• 3+ years event coordination experience.
• Proficient in event management software.  
• Experience of working in a membership-based organisation.
• Ability to introduce innovative ideas, solutions, or new ways of doing things. 

Wind Energy Ireland prides itself on being a good employer, creating a people focused company, developing teams, enhancing roles and supporting its people. We are committed to a positive progressive culture that facilitates a great work environment.

WEI’s offices are based in Naas, Co. Kildare. We accommodate flexible hybrid working arrangements, and staff are required to be available to attend meetings and/or work from the office when needed (typically approx. 4 days per month).

Staff are also required to be available to attend WEI conferences and policy forums (typically 4-5 events annually).

Wind Energy Ireland currently provides the following non-salary benefits:

• WEI offers 23 annual leave days and 4 company days, plus an option to buy-back an additional 3 days annual leave each year.
• Healthcare scheme provided by VHI.
• Pension scheme with employer contributions.
• Hybrid and flexible working.
• Supportive maternity & paternity schemes and parents leave.
• Employee Assistance Programme.
• A competitive sick pay scheme.
• Phone and laptop, along with home office equipment.
• Mileage at standard civil service rates.