Events Coordinator

3 days ago

Stellenbosch, South Africa Stellenbosch University Full time

Duties/Pligte
- Planning and coordinating institutional calendar, strategic and ad hoc events;
- Managing the events invitation and RSVP management system;
- Ensuring that events-related database systems are in place;
- Planning and developing programmes, agendas, briefing documents, budgets, and services according to stakeholder requirements;
- Attending regular event update meetings with all event stakeholders to discuss event briefs, goals and objectives of events and campaigns;
- Administering the institutional budget in collaboration with the Events Manager;
- Contributing to the development of the institutional events budget;
- Drafting a monthly events expense report;
- Facilitating procurement process, including requesting of quotations and liaising with the Finance Department;
- Facilitating the payment of suppliers;
- Ensuring compliance with the procurement policy;
- Purchasing promotion material, corporate gifts, etc.;
- Ensuring that effective communication is maintained with all internal stakeholders (rectorate, faculties, the communications team, administrative staff) in planning and organising events based on the stakeholders' briefs and objectives;
- Ensuring that effective communication is maintained with external stakeholders (suppliers).

Job Requirements/Pos Vereistes
- Relevant degree or diploma in administration management / business administration, or a related field;
- Two years' experience demonstrating a track record of successful event coordination in an events coordinator/assistant role;
- Computer literate with proficiency in the Microsoft suite;
- Strong written and verbal communication skills;
- Knowledge of database management;
- Creativity, adaptability, and the ability to work collaboratively within a team;
- Excellent organisational skills and attention to detail, with the ability to manage multiple projects simultaneously;
- Willingness and ability to work flexible hours to meet event needs.

Recommendation/Aanbeveling
- A firm grasp of cultural sensitivity, industry trends, etc.;
- Project management experience in an event environment;
- Work experience in the higher education environment.

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