Event & Visa Assistant
Front Line Defenders are recruiting an Event & Visa Assistant
Overview
The Event & Visa Assistant will work closely with the Communications and Events team on the organisation of a large-scale international conference taking place in Dublin in June 2026. A core focus of the role will be coordination of the visa process, flights and other travel arrangements for approximately 25 human rights defenders (and other international conference participants if/when advised); in addition to travel logistics support, additional administrative, event & organisational tasks; as well as keeping the organisation's database up to date.
Background
Front Line Defenders is an international organisation based in Ireland that works exclusively for the protection of human rights defenders at risk. Human rights defenders are people who are persecuted because of their peaceful work for the rights of others. Front Line Defenders provides practical help through protection grants, physical and digital protection training, lobbying, advocacy and campaigning.
Role responsibilities
1. Coordinating the applications and processing of Irish visas (and transit visas in third countries, where applicable) for approximately 25 human rights defenders from a range of countries across all global regions;
2. Liaising with the Irish visa office to ensure timely turnaround of visa applications;
3. Liaising with relevant regional colleagues to coordinate collection of visas;
4. Updating the team weekly on progress of all visa applications;
5. In coordination with relevant colleagues, also support the travel arrangements (booking flights and internal travel arrangements) for the human rights defenders visiting Dublin for the conference and trips of other international delegates (high-level speakers, Board members, diplomats, governmental authorities etc.)
6. Be on call for logistical support to HRDs while they are in transit.
7. Support on drafting/coordinating guest lists and invitations
8. Coordinating hotel lists and booking accommodation for conference participants
9. Dealing with suppliers for goodie bag, catering, printing etc.
10. Compiling welcome/info packs for conference participants
11. Event assistance on site in Dublin for the 3 days of the conference in June 2026, as well as during participants' arrival and departure processes
12. Writing and distributing email correspondence, letters and forms and recording relevant data
13. Updating and maintaining Front Line Defenders database and working documents; and other ad-hoc coordination and administrative tasks as required.
Salary & Benefits
14. €30,326 - €43,062 per annum (Points 4 – 16, Grade I)
15. 26 annual leave days
16. Pension
17. Paid Health Insurance
18. Income Protection & Life Assurance
19. Employee Assistance Scheme (EAP)
20. Monthly Well-Being Provisions
Requirements
Interested applicants must have:
21. Previous experience coordinating international visa application and travel processes for a large-scale event;
22. Previous experience being involved or supporting on medium/large-scale events.
23. Previous work experience in an administrative role in an office environment.
24. A good knowledge of steps, procedures and timelines needed for international visa application processes;
25. A basic understanding of the complexity of coordinating a large-scale event;
26. Excellent organisational & multi-tasking skills with a high level of attention to detail and accuracy;
27. Strong computer literacy (database, mailouts, spreadsheets etc);
28. An aptitude for problem solving;
29. Good oral and written communication skills in English;
30. Excellent time management skills and the ability to prioritise work;
31. An ability to work well under pressure, both as part of a team and independently;
32. A flexible, cooperative and professional attitude.
33. Valid work authorisation in Ireland.