Events Assistant

Job Overview

The Events Assistant will take care of daily administrative duties for an extremely busy Events team and will also possibly take on some specific events on their own from time to time. 

Key Responsibilities

• Assisting in the coordination of external client events which includes but not limited to road shows, workshops, client conferences, theatrical events, sports, dinners, lunches etc. for South Africa, Namibia and Botswana.
• Assisting with internal staff team builds / off-sites where necessary
• Arranging smaller ad hoc events
• Ability to travel if required
• Sourcing venues for events, dinners, lunches workshops etc
• Distribution of invitations and following-up with clients
• Conducting telephonic and electronic RSVP’s and capturing all information correctly for all events
• Liaising with clients and confirming their attendance at events
• Assisting in the registration of guests at events as well as helping with set-up of the event, attending and helping with the smooth running of events on the day/night
• Printing & collation of conference/roadshow/workshop/dinner/lunch collateral
• Liaising with promotional suppliers on gifting for events as well as liaising with décor & hiring companies, caterers, audio visual companies etc. telephonically and in writing
• Maintaining and updating the events calendar for all events
• Wrapping of gifts for clients and staff and ensure brand is carried through
• Courier gifts/banners/promotional material to clients and staff in the various regions/country & follow-up to ensure gifts are received by clients or staff in the regions/country
• Regular updating of storeroom stock sheet & managing stocktake of storeroom stock
• Charging out and reallocating storeroom stock to the necessary cost centre/s
• Ordering of stationery
• Processing of invoices from suppliers and following-up on payments made
• Compiling and updating budgets
• Organising travel (flights, accommodation & transfers) for the team when necessary
• Ensuring compliance & budgets are submitted to Compliance prior to an event taking place

Candidate Requirements

Technical Knowledge and Experience:

• Microsoft Office proficient (Word, Excel & PowerPoint at a very competent level)
• Basic understanding of design and printing processes
• Minimum of three years in the events industry and a diploma in events will be an advantage

System Skills:

• Cvent event management tool will be an advantage

Personal Attributes:

• Passionate about events
• Strong attention to detail
• Excellent organisational skills
• Good people skills and telephone manner
• Positive attitude and pro-active
• Strong character and to not take things personally
• Creative
• Work well under extreme pressure
• Manage deadlines and work independently
• Team player
• Quick learner
• Sound work ethic
• Well-groomed neat and presentable
• Able to juggle and prioritize tasks well
• Driver’s licence and own car essential
• Ability to work longer working hours and over weekends when necessary