ADVERT: Event Planning & Conference Administrator (Contractor)

Background

The Association of Occupational Therapists of Ireland (AOTI) is the professional body for Occupational Therapists in Ireland. It is a largely voluntary run organisation with members volunteering nationwide to operate our various programmes and activities. The headline event in the AOTI calendar is our Annual Conference which takes place in October each year. The Conference aims to bring together Occupational Therapy practitioners, educators, researchers, managers and students for two days of professional learning, reflection, debate and networking.

AOTI is seeking to engage an Event Planning and Conference Administrator to assist our voluntary Conference Committee members with the planning, organising, running and evaluation of our Annual Conference. The Event Planning and Conference Administrator will be engaged via an Independent Contractor Agreement for 1 year to provide administrative support services to the AOTI Conference Committee, which plans, organises, runs and evaluates our annual conference. The Event Planning and Conference Administrator will be engaged to perform agreed duties with regards to the AOTI Annual Conference including:

Planning

• Liaising with conference venue
• Support to Committee subgroups as needed
• Support with technical/administrative issues as required by Conference Committee
• Liaising with AOTI management and staff at all stages

• Assist with managing conference online platforms (e.g., Oxford abstracts)
• Coordinate the abstract submissions, review and acceptance process
• Support communications with applicants and reviewers
• Liaising with keynote speakers, paper presenters and poster presenters as required
• Liaising with conference sponsors and exhibitors
• Assist with conference programming and compiling the book of abstracts
• Oversee budgeting and managing costs to deliver a profitable conference
• Manage communications with key individuals (e.g. keynote speakers, VIPs, Board, CEO, Management Team, staff and invited guests)

Running

• Overseeing smooth running on the day of conference, including itinerary, catering, volunteer management, etc.
• Overseeing set-up of conference exhibition and conference spaces/rooms
• Manage issues that arise the week of Conference

• Assist with the review of Conference and collection of delegate feedback.
• Identify learnings that will support the planning for future Conferences.

The above list is illustrative of what the contractor role will involve but is not exhaustive. In delivering the agreed services, the Event Planning and Conference Administrator will work closely with the Conference Committee and work under the guidance of the Chairperson of the Conference Committee.

Person Specification

The ideal candidate will be able to demonstrate:

• Excellent administrative, organisational and interpersonal skills
• Strong communicator – verbal and written – with the ability to work cooperatively and build positive working relationships with a team of capable and motivated volunteers and relevant stakeholders
• An efficient worker with an eye for detail who can take direction but is also able to work in a proactive and independent way
• A professional, confident and credible approach when dealing with hotels, suppliers, companies and other external stakeholders
• A positive, solution-focused and can-do approach, with the ability to respond calmly and effectively when challenges arise
• Willingness to be flexible in response to changing demands over time
• Good time management and planning skills and the ability to work to deadlines while managing multiple tasks simultaneously
• Proficient IT skills including use of Microsoft Office and familiarity with navigating online platforms and applications
• Experience of event or conference planning and administration

The Role

This is a contractor position, i.e., the successful contractor will not be an AOTI employee and will be responsible for managing their own tax, etc. A service level agreement (SLA) will be agreed with the successful applicant detailing the deliverables they will be responsible for over the year in line with the above role description for the term of the Agreement from October 2026. Subject to providing the services as outlined above, the Contractor will be paid an hourly rate of up to €25, subject to a maximum of 416 hours over the 12-month contract term. This equates to an average of eight hours per week.

Expressions of Interest

Closing date for receipt of expressions of interest for this contractor opportunity is 10am Monday 7^th September 2026. Expressions of interest only accepted by email. Please send a cover letter explaining how you meet the requirements for this contracting opportunity together with a copy of your CV to Odhrán Allen, AOTI CEO at [email protected] using the subject line Event Planning & Conference Administrator. Interviews will take place online the afternoon of Friday 11th September 2026. Informal inquiries can be directed to the CEO.