Admin and Events Coordinator

3 weeks ago

Cape Town, South Africa Eventus International Full time

**Job description**

We are looking for a talented and dynamic Admin and Events Coordinator to join our international events team. This position requires the ability to feel comfortable communicating in a professional and effective manner, with excellent organizational and time-management skills.

**Duties and Responsibilities**

**_Admin_**
- To work as part of the Events Division of the Eventus International team, to deliver high-quality international events.
- Receive and process registrations and perform bookkeeping tasks, such as: invoicing, recording receipts and updating master lists in a timely manner.
- General filing (Invoices, receipts, bills, etc.), develop and maintaining a filing system.
- Follow up on payments, and keep track of profit and loss of each event.
- Purchasing office supplies, equipment and/ or furniture as necessary. Keeping track of company property (laptops, tablets, equipment, etc.)
- Organising, arranging and coordinating meetings (set up zoom link every Monday)
- Taking accurate minutes during team meetings and company meetings.
- Managing the advertisement of vacancies and following recruitment admin.
- Handling sensitive information in a confidential manner.
- Customer enquiries (Customer Service)
- Coordinate office procedures

**_Events_**
- To assist in the organising of events, as the case may be and to attend to all matters relating to and/or ancillary to the successful conducting of the event.
- Assisting with direct sales for attendance to prospective delegates and for potential sponsors, when required.
- Creating sales opportunities for future events during client liaisons and during events, including possessing a strong working knowledge of the company to further these sales opportunities.
- Liaising with Marketing Director to organise event marketing, promotion, publicity, sales and related campaigns.
- Assisting Managing Director with speaker invitations and follow-ups.
- Liaising with speakers throughout the conference production cycle.
- Liaising with registered delegates, sponsors, exhibitors, and speakers pre and post-events.
- Sourcing out event venues, negotiating quotes and contracts for services, reviewing quotations and maintaining financial records.
- Sourcing out contractors, negotiating quotes and contracts for services, reviewing quotations and maintaining financial records.
- Responsible for all communication between Directors and venue hotels.
- Finalising name badges for each event.
- Printing of needed documents and designs for each event.
- Assist in any logistics planning, pre-event logistics management, as well as on-site and post-event logistics.
- Managing and overseeing events on the day of, including problem-solving, welcoming/greeting and assisting guests, directing event set-up, and communicating with staff, speakers, participants and contractors.
- Taking care of registration desks at the events.
- Coordinating services (for example, catering, signages, displays, audiovisual equipment, printing) and dealing with any problems that arise.

**_Personal Assistance_**
- Acting as the point of contact between the Managing Director and internal or external contacts.
- Sourcing out flights, visa requirements and accommodation when needed for Directors.
- Act as a virtual assistant.
- Handling basic bookkeeping tasks.
- Ad hoc duties given by Directors.
- Undertaking such other duties as directed by the Managing Director

**_The Benefits: _**
- Permanent full-time position.
- Be part of a young and dynamic international events company.
- Minimal travel expenses.
- Work remotely.
- The possibility of international travel.

TO APPLY:
Send your CV with cover letter, latest photo, start date and current/expected remuneration.

Ability to commute/relocate:

- Cape Town, Western Cape: Reliably commute or planning to relocate before starting work (required)

**Experience**:

- Administration: 2 years (preferred)

Application Deadline: 2023/01/28

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