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Event Coordinator

2 months ago

Cape Town, Western Cape, South Africa Rory Mackie & Associates Full time
Job Title: Events Assistant

Job Summary:

We are seeking an experienced Events Assistant to join our team at Rory Mackie & Associates. The successful candidate will be responsible for coordinating and executing events, conferences, and meetings across various locations in South Africa, Namibia, and Botswana.

Key Responsibilities:

  • Coordinate external client events, including road shows, workshops, client conferences, dinners, lunches, and sporting events.
  • Assist with internal staff team builds and offsites as needed.
  • Arrange smaller ad-hoc events.
  • Source venues for events, dinners, lunches, and workshops.
  • Manage the online registration event management system and ensure it is always up-to-date.
  • Distribute invitations and follow up with clients on attendance.
  • Conduct telephonic and electronic RSVPs and capture all information correctly for events.
  • Liaise with clients to confirm their attendance and details.
  • Manage reports and update accordingly with new additions, cancellations, declines, and changes.
  • Assist with guest registration at events and help with setup, attendance, and smooth running of events.
  • Be responsible for printing and collating conference, roadshow, workshop, dinner, and lunch collateral.
  • Proof-check all collateral before suppliers print.
  • Check all printing and collateral once received back from suppliers.
  • Notify suppliers of any discrepancies with printed collateral.
  • Liaise with promotional suppliers on gifting for events and with décor, hiring companies, caterers, audio-visual companies, etc.
  • Maintain and update the events calendar for all events.
  • Action all gift requests received and distribute by deadline date as requested.
  • Wrap and package client gifts and ensure brand consistency.
  • Courier gifts, banners, and promotional materials to clients and staff in various regions and countries, and follow up to ensure gifts are received.
  • Liaise with the mailroom to track deliveries.
  • Update the storeroom stock sheet as gifts are distributed and manage stocktake of storeroom stock.
  • Arrange collection of stock from offsite storage when stock onsite is needed and manage the stock sheet accordingly.
  • Follow up with suppliers on stock ordered.
  • Manage the banner inventory.
  • Be responsible for charging out and reallocating storeroom stock to necessary cost centers.
  • Order events team stationery and stock to be replenished.
  • Process invoices from suppliers and follow up on payments made.
  • Check supplier statements and ensure all payments have been processed.
  • Reconcile invoices, including from suppliers, and check all correct.
  • Update the gift catalogue with new gifting items.
  • Compile and update budgets regularly.
  • Organize travel (flights, accommodation, and transfers) for the team when necessary.
  • Ensure compliance and budgets are submitted to Compliance prior to an event taking place.

Requirements:

  • Minimum of three years in the events industry, with a diploma in events being an advantage.
  • Basic understanding of design and printing processes.
  • Experience with 'Eventogy' event management tool will be an advantage.
  • Driver's license and own car essential.
  • Ability to travel if required.

Attributes:

  • Ability to build and maintain meaningful relationships.
  • Ability to 'approach and own' and continuously look for opportunities to develop.
  • Strong belief in doing the right thing.
  • Ability to recognize and embrace change.