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Events Assistant

2 months ago

Cape Town, South Africa Rory Mackie & Associates Full time

Overview:

Our client, a well-established global asset manager, is seeking an Events Assistant to report directly to the Head of Events. The Africa Events team, based in Cape Town, is part of the broader SA Marketing team. This small, dynamic group is responsible for planning and executing major events across Johannesburg, Pretoria, Durban, Port Elizabeth, East London, Bloemfontein, Namibia, and Botswana. As the central point of contact for all event and gifting-related queries within the business, the team maintains a demanding event schedule. Our client is dedicated to equal opportunities and fostering a corporate environment where diverse talent can thrive and build fulfilling careers

Responsibilities:

  • Assist in the coordination of external client events which includes but not limited to road shows, workshops, client conferences, dinners, lunches, sporting events etc. for South Africa, Namibia and Botswana
  • Assist with internal staff team builds / offsites where necessary
  • Arrange smaller adhoc events
  • Source venues for events, dinners, lunches workshops etc
  • Manage the online registration event management system and that it is always up to date
  • Be responsible for the distribution of invitations and following-up with clients attendance
  • Conduct telephonic and electronic RSVP’s and capturing all information correctly for events
  • Liaise with clients and confirming their attendance of events and their details are correct as per registration
  • Manage reports and updating accordingly with new additions, cancellations, declines and any changes
  • Assist with the registration of guests at events as well as helping with set-up of the event, attending, and helping with the smooth running of events on the day/night
  • Be responsible for the printing & collation of conference/roadshow/workshop/dinner/lunch collateral
  • Proof -check all collateral is correct before supplier prints
  • Check all printing and collateral once received back from the supplier
  • Notify suppliers if there are any discrepancies with printed collateral
  • Liaise with promotional suppliers on gifting for events as well as liaising with décor & hiring companies, caterers, audio visual companies etc. telephonically and in writing
  • Maintain and update the events calendar for all events
  • Action all gift requests received and distribute by deadline date as requested
  • Wrapping/packaging of client gifts and ensure brand is carried through
  • Courier gifts/banners/promotional material to clients and staff in the various regions/country & follow-up to ensure gifts are received
  • Liaise with the mailroom to ensure they are tracking deliveries
  • Update the storeroom stock sheet as gifts are being distributed & managing stocktake of storeroom stock
  • Arrange collection of stock from offsite storage when stock onsite is needed and managing 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 the necessary cost centre/s
  • Order events team stationery and stock to be replenished
  • Process invoices from suppliers and following-up on payments made
  • Check supplier statements and that 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
  • Organise travel (flights, accommodation & transfers) for the team when necessary
  • Ensure compliance & budgets are submitted to Compliance prior to an event taking place

Requirements:

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

Attributes:

  • The ability to build and maintain meaningful relationships
  • The ability to ‘approach and own’ and continuously look for opportunities to develop
  • A strong belief in doing the right thing
  • Ability to recognise and embrace change