Administrative Assistant - Event Management

Placements24; Paarl; Hybrid; ZAR 83,000 - 124,000; Full time

Benefits offered by this job

Hybrid work arrangement

Professional development opportunities

Potential for contract extensions

Job summary

Placements24 is seeking an Administrative Assistant to support event operations in Paarl, Western Cape, in a hybrid role combining office and remote work. You will coordinate venues, vendors, marketing efforts, and attendee communications to ensure successful events.

The role requires meticulous organization, strong communication, and a proactive approach to problem-solving, with flexibility for evenings and weekends during events.

Qualifications

• Minimum 2 years in an administrative role with exposure to event planning or management.
• Excellent organizational and multitasking abilities to manage multiple events.
• Proficiency in MS Office and familiarity with event management software is a plus.

Responsibilities

• Assist planning and coordination of event logistics (venue, catering, suppliers).
• Manage event documents, vendor contracts, and payment schedules.
• Coordinate with vendors to ensure timely delivery of services.
• Support marketing activities for events (social media, email campaigns).
• Prepare event materials (invitations, badges, promotional items).
• Handle event registrations and attendee communications.

Skills

Organizational skills

Multitasking

Communication skills

Education

Relevant qualification in administration or event management

Tools

Microsoft Office Suite

Event management software

Job description

About the Role

Our client, a leader in event management, is seeking a highly organized and energetic Administrative Assistant to support their operations in Paarl, Western Cape . This role is crucial for the successful planning and execution of various events, requiring meticulous attention to detail and excellent coordination skills. You will be responsible for managing event logistics, coordinating with vendors, supporting event marketing efforts, and providing general administrative support to the event management team. This position offers a hybrid work arrangement, allowing you to contribute effectively both from the office and remotely. If you have a passion for events, possess strong organizational abilities, and thrive in a dynamic environment, this is an exciting opportunity. Your support will be vital in creating memorable experiences for clients.

Key Responsibilities

• Assist in the planning and coordination of event logistics, including venue booking, catering, and supplier management.
• Manage event-related documentation, vendor contracts, and payment schedules.
• Coordinate with vendors and service providers to ensure timely delivery of services.
• Support marketing and promotional activities for events, including social media updates and email campaigns.
• Prepare event materials, such as invitations, badges, and promotional items.
• Manage event registration and attendee communications.
• Provide on-site support during events as required, assisting with setup and guest management.
• Maintain event-related databases and contact lists.
• Handle general administrative tasks, including scheduling meetings and managing correspondence.
• Contribute to post-event analysis by gathering feedback and compiling reports.

Requirements

• Minimum of 2 years of experience in an administrative role, with exposure to event planning or management.
• Excellent organizational and multitasking skills, with the ability to manage multiple events simultaneously.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and event management software is a plus.
• Strong communication and interpersonal skills for interacting with clients, vendors, and team members.
• Detail-oriented with a proactive approach to problem-solving.
• Ability to work flexible hours, including some evenings and weekends during event periods.
• Experience with digital marketing tools or social media management is beneficial.
• Ability to work effectively in a hybrid environment, transitioning between remote and office-based tasks.
• Creative thinking and a passion for the event industry.
• A relevant qualification in administration or event management is advantageous.

Benefits

• Competitive hourly rate or fixed contract remuneration.
• Hybrid work arrangement offering flexibility.
• Opportunity to gain hands-on experience in event management in Paarl, Western Cape .
• Exposure to a vibrant and creative industry.
• Professional development opportunities.
• Collaborative and dynamic work environment.
• Potential for future contract extensions or full-time opportunities.