Overview
We are working with a highly respected organisation within the Irish equestrian and events landscape to recruit a Project Administrator. This role is central to the planning, coordination, and delivery of a wide range of national and international equestrian activities and events.
The ideal candidate is an organised, detail‑oriented professional who enjoys working in a fast‑paced environment, managing multiple deadlines, and engaging with diverse stakeholders across sport, administration, and event operations.
This is a 3‑year fixed‑term contract with potential to convert to permanent.
Role Purpose
The Project Administrator will provide comprehensive administrative and operational support across all equestrian activities. The workload intensifies during peak event periods, particularly in the months leading up to major competitions, qualifiers, and large‑scale equestrian gatherings. The successful candidate will ensure processes run smoothly, information is meticulously managed, and stakeholders are fully supported.
Key Responsibilities
Event & Programme Administration
- Manage administrative processes for equestrian events and activities, including:
- processing entries and registrations
- coordinating qualifiers
- managing prize and award distribution
- maintaining accurate schedules, documents, and event materials
- Support administrative requirements for national show jumping and showing programmes.
- Act as a liaison for international competitors, officials, and visitors, ensuring clear communication and smooth participation.
Data & Documentation Management
- Maintain and update all equestrian event databases, including prize schedules and competitor information.
- Ensure documentation across programmes is accurate, organised, and up to date.
- Produce reports, schedules, and event documentation as required.
Committee & Stakeholder Support
- Support the Equestrian Committee by:
- preparing agendas
- recording and distributing minutes
- tracking actions and follow‑ups
- Collaborate with internal teams (e.g., Marketing, Finance, Operations) to support cross‑functional initiatives related to equestrian activities.
Budget & Procurement Support
- Assist in managing budgets for equestrian events and programmes.
- Ensure compliance with procurement guidelines and financial controls.
- Track expenditure, process invoices, and support preparation of budget reports.
Additional Event Support
- Provide administrative support for other related equestrian initiatives or events as directed by senior leadership.
Candidate Profile
Essential Skills & Experience
- Proven background in administration, ideally within events, sports, or membership‑based organisations.
- Strong organisational skills with the ability to manage large volumes of information and competing deadlines.
- Excellent stakeholder management skills across varied groups, including officials, committee members, competitors, and internal departments.
- High attention to detail and accuracy in documentation and data handling.
- Strong written and verbal communication skills.
- Competency in MS Office Suite (Excel, Word, Outlook, SharePoint).
Desirable Experience
- Experience supporting large or complex events within sport, entertainment, or public‑facing environments.
- Knowledge of or interest in equestrian sport (an advantage but not essential).
- Experience minute‑taking or supporting working groups/committees.
- Some experience managing or supporting financial processes.
Personal Attributes
- Self‑motivated, reliable, and capable of working independently.
- Calm under pressure, especially during peak event periods.
- Strong interpersonal skills and the ability to build effective relationships.
- Flexible, adaptable, and able to respond effectively to changing priorities.
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