Operations Assistant
Location
Park West, Dublin 12
Salary
€28,000 to €32,000 per year
Job type
Full time, permanent
Schedule
Monday to Friday, 8:30am - 5:00pm Mon, Tue, Thur, Fri in office, Wed work from home, with flexibility required around event dates
Work location
On site, D12 office & event venues
Travel
Approximately 25 per cent on location at events
About Ingenious Media
Ingenious Media is a leading organiser of business to business conferences, exhibitions, awards and industry events across Ireland and the UK.
We deliver events across sectors including manufacturing, construction, biopharma, medtech, food, energy, logistics, aviation and other major industries.
As our event portfolio continues to grow, we are recruiting a capable, organised and practical Operations Assistant to support the planning, coordination and delivery of our conferences, exhibitions and awards.
The role
This is a hands-on operations role for someone with experience in events, awards, conferences, exhibitions, venues, hospitality, corporate events or similar live event environments.
The Operations Assistant will support the full event delivery cycle, from early planning and preparation through to live event delivery and post-event follow-up.
The role will also support the delivery of our awards programmes and awards ceremonies.
The right person will understand that professional events depend on accurate information, confirmed details, clear records, supplier follow-up, strong deadlines and calm problem-solving.
We are looking for someone who can take ownership of assigned operational duties, follow through properly and support the Operations Director and wider senior management team across a busy portfolio of events.
This role is broader than customer service or general administration. It requires someone who is comfortable working in a deadline-driven event environment and who understands the importance of getting operational details right.
What you will do
Day-to-day tasks include:
· supporting the planning and delivery of conferences, exhibitions and awards
· assisting with event timelines, action lists, project trackers and operational checklists
· preparing and updating run sheets, contact lists, access details and delivery schedules
· supporting venue, supplier and contractor coordination
· helping coordinate event services, including signage, furniture, registration setup, catering, audio visual, deliveries, storage and event infrastructure
· checking that key operational details are accurate, current and properly recorded
· following up on outstanding actions and confirming completion
· escalating delays, missing information, service issues or operational risks early
· supporting event build-up, live delivery and breakdown
· supporting post-event reporting, supplier reviews, issue logs and process improvements
· maintaining accurate information within company systems, shared drives, CRM platforms and operational trackers
· transferring and reconciling data accurately
· identifying missing, duplicated or inconsistent information
· keeping clear records of requirements, decisions, confirmations, deadlines and outstanding actions
· supporting improvements to templates, checklists, records and processes
· protecting confidential, personal and commercially sensitive information
Awards support
The role will support the delivery of awards programmes and awards ceremonies.
Day-to-day tasks include supporting timelines, finalist and guest information, judging administration, trophies, certificates, seating information, run sheets, supplier requirements, venue coordination and post-event follow-up.
The successful candidate does not need to have managed an awards ceremony independently, but they should understand the level of accuracy and preparation required for professional awards and live event delivery.
Communication and follow-up
Clear and professional communication is an important part of this role.
Day-to-day tasks include:
· communicating with venues, suppliers, contractors, clients, event partners and internal teams
· making calls and sending emails to confirm details, deadlines and requirements
· asking the right questions when information is unclear
· following up until actions are completed
· confirming that important information has been received and understood
· escalating complaints, risks or significant concerns to the appropriate manager
About you
The right person will be:
· experienced in events, awards, conferences, exhibitions, venues, hospitality, corporate events or a similar operational environment
· highly organised and comfortable managing several priorities at once
· accurate with details and confident maintaining records
· practical, calm and solutions focused when plans change
· confident communicating by phone and email
· comfortable dealing with venues, suppliers, clients and internal teams
· dependable with deadlines and follow-through
· willing to take ownership of assigned work
· comfortable using spreadsheets, CRM systems, shared drives and digital platforms
· able to learn new systems quickly
· professional, positive and willing to support the wider team
· available to attend events in Ireland and the UK, including early starts, late finishes and occasional overnight stays when required
Essential experience
· Previous experience in operations, events, awards, conferences, exhibitions, venues, hospitality, corporate events or similar live event environments
· Strong administration and coordination experience
· Strong written and verbal communication skills
· Excellent organisation and attention to detail
· Experience using spreadsheets, records or operational trackers
· Confidence working in a busy, deadline-driven environment
Desirable experience
· Experience supporting business to business conferences, exhibitions or awards
· Experience coordinating venues, suppliers, contractors or service providers
· Experience supporting registration, front-of-house or live event operations
· Experience using CRM systems, event platforms or project trackers
· Experience supporting post-event reporting or operational reviews
· Experience updating websites or digital systems
Reporting structure
The Operations Assistant will report directly to the Operations Director. The role will also support the wider senior management team, including the Managing Director, Chairperson and Head of Marketing, Communications & Business Improvement.
Working arrangements
The position is primarily based at our Park West office in Dublin 12.
Travel to conferences, exhibitions and awards throughout Ireland and the UK is required. The successful candidate must be available for occasional early starts, late finishes and overnight stays around event dates.
Applicants must be able to commute reliably to Dublin 12 or plan to relocate before starting work.
What we offer
· Experience across a varied portfolio of business events, exhibitions and awards
· Training across our operational systems, event processes and digital platforms
· The opportunity to work with leading companies, venues, suppliers and industry professionals
· A positive and supportive team environment
· The opportunity to build your skills and take on greater responsibility as your experience grows
· Work from Home Wednesdays, subject to event schedules and operational requirements
· 4pm finish on Fridays outside key event requirements
· On-site parking
· Mandatory one week holiday over Christmas
How to apply
Please submit your CV together with a short cover letter outlining your events, awards, operations, administration or live event experience.
Please include examples of the type of events or operational environments you have supported and why you would like to join Ingenious Media.
Reference ID: Operations Assistant 2026
Pay: €28,000.00-€32,000.00 per year
Benefits:
Ability to commute/relocate:
- DUBLIN 12, County Dublin: reliably commute or plan to relocate before starting work (required)
Experience:
- Operations: 1 year (required)
Language:
Work authorisation:
Location:
- DUBLIN 12, County Dublin (preferred)
Willingness to travel:
Work Location: In person
