Events Administrator

2 weeks ago

Johannesburg, Gauteng, South Africa Kaelo Full time

Company Description About Kaelo**Kaelo provides essential healthcare solutions ensuring the physical and psychosocial wellbeing of all South Africans towards lasting social change. Kaelo meets the Healthcare needs of Corporate and Retail clients across South Africa - products offerings include Medical Insurance, Medical Aid, Gap Insurance, Kaelo Money and employee assistance programmes.

The Events Administrator will be responsible for administration, event management and related activities.

Key Outcomes

Events

Assist with event preparations, including:

  • Stock management
  • Collating feedback from Events Co-Ordinators and placing orders to ensure stock availability for events
  • Administration
  • Documentation
  • Marketing
  • Travel Requirements for the Events Team
  • Preparation
  • Pop Popcorn for daily Events as needed
  • For selfpop events send trainers with all equipment to events (salt, oil, kernels etc)

Administration

  • Run Events team feedback Shesha, take minutes and action items
  • Updating and maintaining Excel Sheets (Marketing Budget, Invoice Recon Sheet, Poster Orders, etc)
  • Monthly Posters:
  • Get quotes as per the Newsletter sheet completed by Client Relations Consultants
  • Prep Delivery Notes for all entries
  • Upon receiving Posters, group and pack according to area with delivery notes attached
  • Load task with Delivery Notes to be delivered by our driver
  • Quotes:
  • Request quotes from multiple suppliers as required
  • Load Invoices on System and request approval
  • Capture entries on all relevant sheets
  • Request for new vendors to be added when required
  • Arrange deliveries as and when required with reception.
  • Load tasks on the system for Events department as required this includes Marketing and other Workgroups
  • Assist with client request as per our escalation channels sending queries to the relevant Client Relations Consultants and Client Relations Administrator
  • Load quotes for events
    collateral on ApprovalMax and process accordingly
  • Send PO's to finance for Payment
  • Update the Marketing Budget and Invoice Sheet accordingly
  • Send Invoices for Company Card purchases to the Executive Assistant and add allocation and expense to all relevant Sheets for recon purposes
  • Designing collateral as per teams request with approval from the Marketing Team, Chief Client Officer and other relevant Managers
  • Mandalas according to monthly theme
  • Table collateral (notices etc)
  • Deskdrops (where applicable)
  • Posters (where needed)
  • Any other amendments or additional collateral designs
  • Assist with any relevant office related administration, events or marketing activities
  • Keep the Client Relations Admin Team up to date on new collateral, upcoming themes for events and campaign planning.
  • Arrange clothing for the Client Relations Consultants and Events Team respectfully
  • Sourcing gift ideas for events.

Other
Build relationships within the Client Relations Consultants and Managers, suppliers and their stakeholders.

Qualifications

PERSON DETAILS:
WORK EXPERIENCE**
REQUIRED

  • At least 1 years' experience in office administration
  • At least 1 years' experience in event management

PREFERRED

  • Relevant experience in the business unit described above
  • Experience in the Healthcare or Insurance Industry (Advantageous)



EDUCATION:

QUALIFICATIONS:
ACCREDITATIONS WITH PROFESSIONAL BODY

REQUIRED

  • Matric
  • Tertiary Qualification

PREFERRED

  • FAIS
  • Accreditations with a professional body

Additional Information

  • Design Software knowledge example Creative Cloud
  • Organisational skills
  • Communication Skills
  • Ability to work well within a team
  • Ability to work under pressure and meet deadlines
  • Professional and brand conscious
  • Ability to take initiative
  • Professional and brand conscious
  • Willingness to help team members
  • Working with Microsoft Office Suite
  • Good understanding of data analysis
  • Attention to detail
  • Calendar management skills
  • Problem solving
  • Goal setting
  • Good brainstorming skills
  • Creative thinking

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