Sport - Events Administrative Assistant

**Sports Events Administrative Assistant**

The Sports Events Administrative Assistant will be responsible for providing administrative and operational support to the sports department, ensuring the smooth execution of sports programs, events, and general departmental functions. The role requires strong organizational skills, stakeholder engagement, and the ability to manage multiple responsibilities efficiently.
- Sports has a specific shared inbox that is used for Sports events that includes financial administration. 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 Division Head and or Senior staff members instructions.
- Setting up meetings with suppliers and clients as and when needed.

**3. Permit Applications & Compliance**
- Ensure all event and facility permits are submitted on time, adhering to municipal by-laws and sporting regulations.
- Liaise with the municipality, governing bodies, and relevant stakeholders to obtain necessary approvals.
- Maintain a compliance calendar to track permit deadlines and renewals.

**4. Team Administration Support**:

- Maintain updated records of athletes, teams, and coaching staff.
- Assist in managing registrations, contracts, and travel arrangements for teams and individual athletes.
- Ensure athlete eligibility compliance with sporting regulations.
- 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 and submission of Sports documents and related correspondence.

**5. 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.

**6.** **Finance & Procurement Support**
- Assist in processing purchase orders and payments for sports-related equipment and services.
- Track expenses and ensure adherence to allocated budgets.
- Assist in sourcing sponsorships and partnerships for sports programs and events.

**7. Communication & Stakeholder Engagement**
- Serve as a point of contact for clients, coaches, officials, and external stakeholders during events.
- Provide real-time updates on scheduling changes, safety protocols, and event progress.
- Assist in managing social media, newsletters, or bulletins related to sports activities. With the marketing department.

**8. General Administrative & On-Site Support**
- Prepare reports, meeting minutes, and correspondence for the sports department.
- Ensure all required permits, first aid kits, and safety compliance documents are present on-site.
- Assist in resolving last-minute logístical challenges to prevent disruptions.
- Support VIP guests, media personnel, and special delegations attending the event.

**Other**:

- General support for staff at Stellenbosch University campuses for all Division needs.
- Any other tasks as deemed necessary by the Division Head from time to time and requested by the Sports and Business Events Team members.
- Adhere to company policies and processes.
- Maintain a good reputation for the company with stakeholders.

**Role Requirements**
- Proven 2-3 years experience in administrative support roles, preferably in event management or a related field.
- Strong organisational skills with the ability to multitask and prioritize tasks effectively in a fast-paced environment.
- Excellent communication and interpersonal skills, with the ability to interact professionally with clients, suppliers, and team members.
- Attention to detail and a high level of accuracy in all work tasks.
- Ability to work independently with mínimal supervision while also collaborating effectively within a team.
- Ability to effectively take responsibility for the roles KPI’s and be accountable for the delivery of all tasks to deadlines.
- Office bound job and will be required to work during core office hours.

Pay: R10 000,00 - R14 000,00 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)

Work Location: In person