activities events and logistics coordinator

CAMPUS: Johannesburg Campus| SUPERVISOR: Activities Director|CLOSING DATE: 21 November 2025

Inspire Learning to Build Our Better World. At the American International School of Johannesburg (AISJ), we are committed to providing an exceptional education that empowers global citizens to fulfill their future purpose. Our vision is to inspire learning to build a better world. We seek a dedicated and passionate professional who aligns with our commitment to excellence and believes in the transformative power of education. Every team member is crucial in creating a supportive and nurturing learning environment. At AISJ, we value every employee as a learner and expect them to embody and support the AISJ Portrait of Learner (Resilience, Mindful, Thinker, Globally Connected, Curious, Contributor) through their work. We are dedicated to justice, equity, diversity, and inclusion within our school community.

POSITION OVERVIEW:

The Activities Office Events and Logistics Coordinator is a full-time, campus-based position responsible for the comprehensive planning, execution, and logistical support of all events and travel managed by the AISJ Athletics and Activities Office. This role is central to ensuring all operational aspects of our on-campus events and off-campus trips are managed seamlessly, safely, and professionally.

This position is the primary logistical liaison for the department, coordinating directly with internal teams (Transportation, Operations, IT, Security, Medical, and the Business Office) and external partners (3rd-party vendors, travel agents, and other schools). The ideal candidate is an exceptionally organized, proactive, and collaborative professional who can manage multiple complex projects in a fast-paced environment. This position supports the Activities, Sports, and Aquatics Coordinators and reports to the Athletics & Activities Director.

Required Qualifications, Skills, and Experience

Required Qualifications

• A Matric (or international equivalent) is required.
• A Bachelor's degree in Event Management, Hospitality, Sports Management, or a related field is preferred.

Required Experience

• Demonstrable experience in events management, travel coordination, international hospitality, operations, or a related logistical field.
• Proven experience managing complex, multi-stakeholder projects in a fast-paced environment.
• Experience with budget tracking, purchase orders, and financial reconciliation.
• Experience working in school-based operations, athletics, or activities is advantageous.

Required Skills and Mindset

• Exceptional organizational, operational, and logistical planning skills with meticulous attention to detail.
• Exceptional written and oral communication skills; Ability to collaborate with others.
• A proactive, self-starting mindset with the ability to work independently, anticipate needs, and solve problems under pressure.
• Strong technology skills, including proficiency in Google Workspace, word processing, and spreadsheets (e.g., Google Sheets, Excel).
• Ability to learn new systems (e.g., our activities management software) and processes quickly.
• Ability to communicate seamlessly and professionally with diverse stakeholders, including parents, coaches, students, 3rd-party vendors, and partner schools.
• Willingness and ability to work a flexible schedule, including evenings and weekends, to support events (in line with South African labour laws).

Duties and Responsibilities:

Event Logistics and Management

• Serve as the primary event coordinator and on-site manager for all major and minor events hosted by the AISJ Athletics & Activities department, including tournaments, galas, exchanges, and festivals.
• Liaise directly with internal departments to secure all event requirements:
• Operations & Facilities: Complete all operational requests for venue setup, cleaning, and staffing.
• Transportation: Organize all transportation for visiting teams, officials, and AISJ teams as required.
• IT: Ensure proper IT and AV support for events (e.g., scoreboards, sound systems, live streaming).
• Security & Medical: Coordinate with the AISJ clinic, campus security, and external providers to ensure comprehensive medical and security coverage.
• Catering: Manage all catering requests for events, teams, and hospitality.
• Manage relationships, contracts, and logistics for all 3rd-party vendors (e.g., equipment hire, medical services, food & beverage).
• Liaise with the AISJ Business Office to ensure timely and accurate invoices are issued to visiting schools, vendors, and participants.
• Coordinate all post-event wrap-up, including stakeholder debriefs, final billing reconciliation, and data capture for future planning.

Local and International Travel Logistics

• Coordinate all logistics for local and international travel for all AISJ Activities, Athletics, and Aquatics programs.
• Secure airfare (liaising with the school's approved travel agent), group accommodation, and local ground transportation for all trips.
• Liaise directly with host schools and tournament directors to provide and receive all necessary information (e.g., travel itineraries, rosters, visa requirements).
• Communicate directly with AISJ families regarding travel expectations, itineraries, packing lists, and required documentation.
• Lead accountability and compliance for all trips, ensuring students and families have submitted all required paperwork (e.g., visas, parental consent affidavits, medical forms).
• Craft and secure official travel letters for visa and border-crossing purposes.
• Compile comprehensive travel packets for all Trip Administrators, chaperones, and coaches, including emergency protocols, contact lists, and itineraries.

Departmental Scope and Support

• The AISJ Activities Office manages a high volume of complex events and trips annually. For context, a typical year includes over 20 major and minor on-campus events (such as the ISSEA Volleyball Tournament, SAISA Swim Gala, and JoMUN) and over 10 international trips (to locations such as Mozambique, Kenya, Morocco, and Vietnam).
• This position is critical in supporting the breadth and quality of these co-curricular experiences and will work to support the Activities, Sports, and Aquatics Coordinators to ensure their programs have all the required operational support.

Working hours: This is a 45-hour per-week position and may be required to work longer hours from time.

APPLICATION PROCESS

To apply, please complete the electronic form please click here. Information captured will be securely stored and used for a reference check on the candidate's compatibility. AISJ reserves the right to appoint the strongest candidate before the closing date if required.

SAFEGUARDING & CHILD PROTECTION

AISJ maintains robust child protection policies to ensure a safe, secure, and caring environment for our students. All employees must undergo criminal background checks, attend annual training, and sign a safeguarding agreement.

PRIVACY

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