Events Coordinator

3 weeks ago

Johannesburg, South Africa Allan Gray Orbis Foundation Full time

**Purpose of Role**:
The primary responsibility of the role is to plan and execute engaging and impactful events for various stakeholder groups, aligning event objectives with stakeholder engagement goals, and ensuring that events provide a platform for effective communication, relationship building, information sharing and community activation.

This role requires exceptional organizational and negotiation skills, attention to detail, creativity, and strong interpersonal abilities.

**Objectives of Role**:

- Plan and coordinate events (both in person and online)from start to finish, including, scheduling, budgetmanagement, vendor management, venue selection, logistics, promotion and on-site coordination - organise stakeholder engagement events such as Annual Seminar, Portfolio Summit, Deal Celebration dinners, Talent teambuilding sessions etc.
- Work closely with internal teams (Investments, Value Creation, Pipeline Programmes, Social Entrepreneurship) to identify each event’s purpose and expectations, provide guidance, and make recommendations to ensure that the event meets the needs of the team and achieves the set goals.
- Collaborate with suppliers to negotiate contracts and ensure they deliver the agreed-upon services and products within budget and timeline.
- Manage event logistics such as scheduling, venue selection, catering, audio-visual requirements, and equipment rentals.
- Co-ordinate marketing and promotional materials required to effectively advertise the event and manage attendance.
- Troubleshoot issues that arise during the event and make quick decisions to ensure the event runs smoothly.
- Ensure brand visibility at events, including those with partners, by leading the production of event collateral such as banners
- Conduct post-event evaluations to assess the success of the event, identify areas for improvement, and make recommendations for future events.
- Process supplier invoices and expense claims using internal tools and software.
- Perform other relevant duties as assigned by the Head of Stakeholder Engagement and E Squared’s Executive team.

**Experience and Qualifications**:

- Qualification or accredited certification in Public Relations, Communications, Event Management, Hospitality or a related field.
- Proven experience in event planning and execution, with a minimum of 3 years’ experience in a related role.
- Strong project management skills, with the ability to manage multiple projects simultaneously, prioritize tasks, and meet deadlines.
- Excellent communication skills, with the ability to communicate effectively with clients, vendors, and event staff.
- Knowledge and understanding of meeting and event planning principles, requirements, procedures and available resources
- Strong attention to detail, with the ability to identify and resolve issues quickly and efficiently.
- Ability to gather data, compile information and prepare reports.
- Strong negotiation and budget management skills.
- Proficient in event management software, social media platforms, and Microsoft Office Suite.
- Ability to work flexible hours, including evenings and weekends, and travel as and when needed.

**Competencies**:

- Interest and understanding of E Squared Investments vision, mission, and values.
- Passion for contributing towards making a positive difference in South Africa
- Ability to develop and maintain working relationships with relevantstakeholders.
- Ability to take initiative and source tasks independently and thrive when given responsibility
- Ability to perform complex tasks and to priorities multiple projects with skills in organizing resources
- Strong decision-making skills.
- Impeccable analytical skills.
- Emotional maturity and professionalism
- Willingness and ability to work on various projects simultaneously
- Reliable and organized
- Ability to handle confidential information with discretion

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