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 BotswanaAssist with internal staff team builds / offsites where necessaryArrange smaller adhoc eventsSource venues for events, dinners, lunches workshops etcManage the online registration event management system and that it is always up to dateBe responsible for the distribution of invitations and following-up with clients attendanceConduct telephonic and electronic RSVP's and capturing all information correctly for eventsLiaise with clients and confirming their attendance of events and their details are correct as per registrationManage reports and updating accordingly with new additions, cancellations, declines and any changesAssist 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/nightBe responsible for the printing & collation of conference/roadshow/workshop/dinner/lunch collateralProof -check all collateral is correct before supplier printsCheck all printing and collateral once received back from the supplierNotify suppliers if there are any discrepancies with printed collateralLiaise with promotional suppliers on gifting for events as well as liaising with décor & hiring companies, caterers, audio visual companies etc.
telephonically and in writingMaintain and update the events calendar for all eventsAction all gift requests received and distribute by deadline date as requestedWrapping/packaging of client gifts and ensure brand is carried throughCourier gifts/banners/promotional material to clients and staff in the various regions/country & follow-up to ensure gifts are receivedLiaise with the mailroom to ensure they are tracking deliveriesUpdate the storeroom stock sheet as gifts are being distributed & managing stocktake of storeroom stockArrange collection of stock from offsite storage when stock onsite is needed and managing the stock sheet accordinglyFollow up with suppliers on stock orderedManage the banner inventoryBe responsible for charging out and reallocating storeroom stock to the necessary cost centre/sOrder events team stationery and stock to be replenishedProcess invoices from suppliers and following-up on payments madeCheck supplier statements and that all payments have been processedReconcile invoices including from suppliers and check all correctUpdate the gift catalogue with new gifting itemsCompile and update budgets regularlyOrganise travel (flights, accommodation & transfers) for the team when necessaryEnsure compliance & budgets are submitted to Compliance prior to an event taking placeRequirements: Minimum of three years in the events industry and a diploma in events will be an advantageBasic understanding of design and printing processesExperience with 'Eventogy' event management tool will be an advantageDriver's licence and own car essentialAbility to travel if required Attributes: The ability to build and maintain meaningful relationshipsThe ability to 'approach and own' and continuously look for opportunities to developA strong belief in doing the right thingAbility to recognise and embrace change
