Events Coordinator

at  Stellenbosch University

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.

• 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)