Event/ Conference Administrative Assistant

**Event/ Conference Administrative Assistant responsibilities**

As a Events/Conference Administrative Assistant, your responsibilities typically provide support in event/conference administration and clerical support to the Conference and Business Events team. Assists with all logístical and administrative arrangements.
- Conferences have a specific shared inbox that is used for Conference registrations that includes financial administration in terms of delegate conference registration fees. Responsibilities of the Events Administrative Assistant includes but not limited to:

- promptly addressing inquiries forwarding relevant messages to staff as needed.

2. **Confirm Bookings and Arrangements**:

- Liaise with event suppliers, such as venues, caterers, and entertainment providers,
- Confirm bookings and finalise arrangements according to the CECO senior staff members instructions.
- Setting up meetings with suppliers and clients as and when needed.

3. **Day-to-Day Administrative Support**:

- Assist with various administrative tasks, including but not limited to scheduling appointments, organising documents, maintaining records to ensure efficient workflow and accurate reporting.
- Organise and attend site visits with clients, take notes/minutes and action any points needed after the site visit.
- Accurate minute taking for client meetings and sending out and following up on actions after the meeting.
- Assist with preparation of conference documents and related correspondence.

4. **Legal and contract management**
- Ensure that Client contracts are drawn up, signed by both parties and filed for record keeping purposes.
- Follow the correct legal process in terms of contract management for internal and external clients.

5. **Onsite assistance**:

- Ad-hoc duties at events including, but not limited to, guest list management, registration management.
- Administrative support in terms of Supplier Management
- Supporting the conference team with logístical and administrative support.

6. **Financial Administration**:

- Support financial processes related to event planning, including but not limited to invoicing, tracking expenses, processing payments,
- Reconciling accounts to maintain accurate financial records for Conferences
- Prepare quotes and contracts for clients based on established pricing and terms,
- Accurate and timely delivery to facilitate smooth negotiations and agreements with suppliers.

**Other**:
7. General support for staff at Stellenbosch University campuses for all Division needs.

8. Any other tasks as deemed necessary by the Division Head from time to time and requested by the Conference and Business Events Team members.

9. Adhere to company policies and processes (milestones)

10. Maintain a good reputation for the company with stakeholders.

**Role Requirements**

1. Proven 2-3 years experience in administrative support roles, preferably in event management or a related field.

2. Strong organisational skills with the ability to multitask and prioritize tasks effectively in a fast-paced environment.

3. Excellent communication and interpersonal skills, with the ability to interact professionally with clients, suppliers, and team members.

5. Attention to detail and a high level of accuracy in all work tasks.

6. Ability to work independently with mínimal supervision while also collaborating effectively within a team.

7. Ability to effectively take responsibility for the roles KPI’s and be accountable for the delivery of all tasks to deadlines.

8. Office bound job and will be required to work during core office hours.

Pay: R1 234,00 - R12 345,00 per month

Ability to commute/relocate:

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

**Education**:

- Diploma (preferred)

**Experience**:

- Administrative office procedures, practices and equipment: 2 years (required)

Expected Start Date: 2024/10/16