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Event Coordinator and Office Manager704

The Institute of Advertising Practitioners in Ireland (IAPI) is the representative Association for creative, media and digital adverting agencies. A list of our members can be found here.

We have a small staff of three and a part time accountant. IAPI are looking to recruit a new staff member, as our current Event Coordinator is leaving. This is an opportunity to join a busy office and learn a lot about the advertising industry. It’s fast paced! Due to the small size of the office.

You can get an idea of everything IAPI did in 2016 here. This is a varied role that covers the duties listed below.

Event Management:

  • Event organisation to include management of AV, venue, catering, photographer/videographer & various other suppliers
  • Organising travel & accommodation for speakers / staff
  • Promotion of events/training to secure bookings
  • Providing invoices/receipts for events/training & managing budgets
  • Managing RSVP lists & sending email/text reminders to attendees
  • Creating post-training/event surveys & analysing data
  • Working with creative on EDM/collateral for events/training days
  • Liaising with PR when necessary to arrange photo calls/interviews
  • Reviewing and amending press releases in conjunction with PR

Administration/ Office Management:

  • Office management to include stationary orders, overseeing cleaning, purchasing generaloffice supplies, managing suppliers & services
  • Planning & taking minutes at board meetings
  • Working with various board sub-committees to assist with planning events/training
  • Compiling monthly Realex / Stripe reports and ad hoc financial duties

Member Communications:

  • Updating and managing the IAPI member database (Sharepoint)
  • Payment management & reporting using Realex / Stripe
  • Managing EDM emails lists & occasional email design using Campaign Monitor
  • Composing & creating internal comms e.g.
  • Managing & updating the website, social media channels & blog – content creation when necessary (Craft CMS system)

Receptionist duties:

  • Answering & directing calls as appropriate for IAPI and CopyClear
  • Greeting clients and visitors to the office
  • Preparing the meeting room & ordering lunches for meetings
  • Preparation of document packs for meetings


  • Good working knowledge of latest Microsoft Office products is essential: Word, Excel, Access, Outlook.
  • Minimum of 2 years’ experience in a similar administration role, or relevant experience.
  • Excellent interpersonal skills.
  • Photoshop and design skills a real advantage.

Please post your application including a CV and cover letter setting out why you want the job & relevant experience to Jay Taberner jay@iapi.comon or before Wednesday 26 July. Interviews will take place in early August.

Contact Details

Jay Taberner

+353 1 676 5991

Closing Date: 26/07/2017

Contact IAPI

12 Clanwilliam Square, Grand Canal Quay,
Dublin 2, D02 CD51, Ireland.
T: 01 676 5991

Hours are 9am - 1pm and 2pm till 5:30pm (Mon - Thurs) and 5pm (Friday)