Administrative Assistant (Events)

Placements24; Stellenbosch; Hybrid; ZAR 180,000 - 240,000; Full time

Benefits offered by this job

Competitive salary

Hybrid work model

Professional development opportunities

Campus facilities access

Study leave provisions

Job summary

Placements24 is seeking an Administrative Assistant specializing in Events for a prestigious educational institution in Stellenbosch, Western Cape. The role supports planning, coordination, and execution of conferences, student activities, and public functions in a hybrid on-campus/remote setup.

The ideal candidate has 2–3 years of event coordination experience, excellent organizational skills, and proficiency in Microsoft Office.

Qualifications

• 2–3 years of experience in administrative support with events focus.
• Excellent organizational and time-management skills with attention to detail.
• Proficiency in Microsoft Office; familiarity with event management software is advantageous.
• Strong communication and interpersonal skills with diverse stakeholders.
• Ability to work in a hybrid on-campus/remote environment.
• Proactive, discreet, and able to handle confidential information.
• Team player capable of collaborative work.

Responsibilities

• Provide comprehensive administrative support for event planning and execution.
• Coordinate event logistics including venue, catering, A/V setup, and scheduling.
• Manage event communications with speakers, attendees, vendors, and internal departments.
• Maintain event calendars, databases, and registration systems.
• Prepare event materials, invitations, programs, and signage.
• Track event budgets, process invoices, and manage expenses.
• Assist with on-site event management and support.
• Conduct post-event follow-up and collect feedback.

Education

Relevant qualification in Administration

Diploma in Hospitality Management or Event Management

Related field degree

Tools

Microsoft Office

Event management software

Job description

About the Role

Our client, a prestigious educational institution located in the scenic town of Stellenbosch, Western Cape , is seeking a highly organized and proactive Administrative Assistant specializing in Events. This role is crucial for supporting the planning, coordination, and execution of a wide range of institutional events, from academic conferences to student activities and public functions. You will work closely with the events team, faculty, and external vendors to ensure all events are managed efficiently and successfully. The position offers a hybrid work model, allowing for flexibility between on-campus duties and remote administrative tasks. This is an excellent opportunity for an individual with strong organizational skills and a passion for event management within an academic setting. We are looking for a detail-oriented and resourceful candidate who can thrive in a dynamic campus environment.

Key Responsibilities

• Provide comprehensive administrative support for event planning and execution.
• Assist in coordinating event logistics, including venue booking, catering, A/V setup, and scheduling.
• Manage event-related communications with speakers, attendees, vendors, and internal departments.
• Maintain event calendars, databases, and registration systems.
• Prepare event materials, including invitations, programs, and signage.
• Track event budgets, process invoices, and manage expenses.
• Assist with on-site event management and support.
• Conduct post-event follow-up, including thank-you notes and feedback collection.
• Maintain accurate records of event details and participant information.
• Support the wider administrative functions of the department as needed.

Requirements

• A relevant qualification in Administration, Hospitality Management, Event Management, or a related field.
• A minimum of 2-3 years of experience in an administrative support role, with a specific focus on event coordination or logistics.
• Proven experience in managing multiple tasks and deadlines within event timelines.
• Excellent organizational and time-management skills, with meticulous attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with event management software is advantageous.
• Strong communication and interpersonal skills, with the ability to interact effectively with diverse stakeholders.
• Ability to work effectively in a hybrid environment, balancing on-campus and remote responsibilities.
• A proactive and problem-solving attitude.
• Discretion and the ability to handle confidential information.
• Team player with the ability to work collaboratively and supportively.

Benefits

• Our client offers a competitive annual salary and a supportive work environment within a renowned educational institution.
• This hybrid role provides the benefit of working both on campus in beautiful Stellenbosch, Western Cape , and remotely, offering flexibility.
• Employees have access to professional development opportunities, study leave provisions, and the vibrant academic and cultural life of the university.
• Additional benefits include access to campus facilities and a contributing pension fund.
• This is an exciting opportunity to contribute to the success of a leading institution while developing your career in event administration.