Are you passionate about event planning and looking to support exciting, dynamic experiences from behind the scenes? Seasons Events is seeking a highly organized and proactive Virtual Event Coordinator to join our team and play a key role in delivering memorable events. In this position, you'll assist with a wide range of tasks, from venue sourcing and artist management to on-site logistics and post-event reporting. You'll work closely with vendors, promoters, and the internal team to ensure events run smoothly and exceed expectations. If you're detail-oriented, enjoy multitasking, and thrive in a fast-paced environment, we'd love to hear from you!
Key Responsibilities:
Event Planning Support:- Assist in the planning and execution of market events, including logistics, vendor coordination, and attendee management.- Maintain event schedules and timelines to ensure all tasks are completed on time.
Venue Sourcing:- Research and identify suitable venues for events, considering capacity, location, and amenities.- Negotiate contracts and terms with venue owners to secure the best options for events under our supervision.
Artist and Talent Management:- Find and engage artists, performers, and speakers for events, ensuring alignment with the event theme and audience.- Negotiate contracts and manage communication with artists and their representatives.
Promoter Engagement:- Build and maintain relationships with event promoters to enhance event visibility and attendance.- Collaborate with promoters on marketing strategies and promotional activities.
Quote Procurement:- Obtain quotes from various vendors, suppliers, and service providers (e.g., catering, audio-visual, decorations) to assist in budget planning.- Evaluate and compare quotes to ensure cost-effectiveness and quality.
Communication:- Serve as the primary point of contact for on the ground team.- Prepare and distribute event materials, including invitations, programs, and promotional content.
Database Management:- Maintain and update databases for participants, vendors, artists, and other stakeholders.- Track event registrations and payments, ensuring accurate record-keeping.
Marketing Assistance:- Support marketing initiatives through social media management, email campaigns, and content creation.- Collaborate with the marketing team to develop promotional materials.
Financial Administration:- Assist in budget preparation and monitoring, including tracking expenses and revenue for events.- Process invoices and payments in a timely manner.
On-Site Event Management:- Help coordinate on-site logistics during events, including setup, registration, and breakdown.- Ensure that all event materials and equipment are in place and functioning properly.
Reporting:- Compile post-event reports, including feedback and suggestions for improvement.- Analyze event performance metrics to inform future planning.
General Administrative Support:- Perform general office duties, including filing, answering phones, and managing correspondence.- Assist with scheduling meetings and maintaining calendars for the events team.
Networking and Relationship Building:- Attend industry events and networking functions to build relationships with potential vendors, artists, and partners.- Stay informed about industry trends and best practices to enhance event offerings.
Logistical Coordination:- Oversee transportation arrangements for artists, vendors, and equipment as needed.- Ensure compliance with local regulations and permits related to events.
Feedback and Improvement:- Gather and analyze feedback from attendees and stakeholders to identify areas for improvement.- Propose innovative ideas to enhance future events.
NPO Support:- Assist in organizing and coordinating events and initiatives for the company's Non-Profit Organization (NPO).- Help with outreach, fundraising activities, and community engagement efforts.- Support the Foundation team with administrative tasks, event planning, and communication to promote the mission and goals of the organization.
Qualifications:
Education: Bachelor's degree in Business Administration, Event Management, or a related field.
Experience: Previous experience in event planning or administrative support is preferred.
Skills:- Strong organizational and multitasking abilities.- Excellent communication and interpersonal skills.- Proficient in Microsoft Office Suite and event management software.- Knowledge of social media platforms for marketing purposes.
Personal Attributes:
Detail-oriented with a proactive approach to problem-solving.
Ability to work in a fast-paced environment and meet deadlines.
Team player with a positive attitude.
Work Environment:
Work from home with potential travel to event locations at company's costs.
Flexibility in hours may be required during peak event seasons.
Email your CV to: ******
Start Date: Immediately
Job Type: Part-time
Pay: R4 500,00 per month
Expected hours: 25 per week
Location:Pretoria, Gauteng (Required)
Application Deadline: 2024/11/15
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