Event Coordinator And Executive Assistant

Assegai Recruitment; South Africa; Hybrid; ZAR 180,000 - 360,000; Full time

Job summary

Assegai Recruitment in Gauteng is seeking a highly organised Events Coordinator and Executive Assistant to provide day-to-day admin support, coordinate diaries, meetings and client events. The role blends on-site venue management with off-site client liaison in a hybrid setup, offering opportunities to shape memorable events for corporate clients.

Strong planning, discretion and communication are essential to manage multiple stakeholders and confidential information.

Qualifications

• Demonstrated experience in executive assistance, senior administration or a comparable coordination role.
• Strong written and verbal communication skills.
• Strong computer literacy and the ability to learn new technology.
• Ability to work independently while balancing requests from several people.
• Experience organising events, conferences or client functions.
• Attention to detail and discretion.

Responsibilities

• Provide day-to-day administrative support to approximately four team members.
• Coordinate diaries, meetings and appointments, ensuring arrangements are communicated clearly.
• Prepare and format correspondence, presentations, meeting documents and other business materials.
• Maintain accurate records, contact lists and electronic filing systems.
• Track agreed actions and deadlines, following up to ensure tasks are completed.
• Assist with travel and accommodation arrangements where required.
• Handle confidential information professionally and discreetly.
• Support event delivery and resolve practical issues as they arise.
• Track event expenditure against approved budgets and assist with post‑event administration and feedback.

Skills

Executive assistance

Senior administration

Coordination

Client liaison

Event coordination

Communication skills

Job description

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Event Coordinator and Executive Assistant

• Provide day-to-day administrative support to approximately four team members.
• Coordinate diaries, meetings and appointments, ensuring arrangements are communicated clearly.
• Prepare and format correspondence, presentations, meeting documents and other business materials.
• Maintain accurate records, contact lists and electronic filing systems.
• Track agreed actions and deadlines, following up to ensure tasks are completed.
• Assist with travel and accommodation arrangements where required.
• Handle confidential information professionally and discreetly.

Responsibilities:

• Administrative and executive support
• Provide day-to-day administrative support to approximately four team members.
• Coordinate diaries, meetings and appointments, ensuring arrangements are communicated clearly.
• Prepare and format correspondence, presentations, meeting documents and other business materials.
• Maintain accurate records, contact lists and electronic filing systems.
• Track agreed actions and deadlines, following up to ensure tasks are completed.
• Assist with travel and accommodation arrangements where required.
• Handle confidential information professionally and discreetly.

Client events and conferences

• Plan and coordinate client events, conferences and business functions.
• Develop event schedules, checklists and timelines, keeping all parties informed of progress.
• Coordinate venues, catering, equipment and other service providers.
• Prepare and distribute client invitations, manage responses and follow up on attendance.
• Maintain guest lists and communicate event details, reminders and joining instructions.
• Coordinate event materials, presentations and registration arrangements.
• Support event delivery and resolve practical issues as they arise.
• Track event expenditure against approved budgets and assist with post‑event administration and feedback.

Client communication and technology

• Act as a professional point of contact for clients regarding events and related arrangements.
• Maintain accurate client contact information and communication records.
• Use digital tools to manage schedules, documents, invitations and task tracking.
• Learn new systems readily and identify practical ways to improve administrative processes.

Essential capabilities

• Demonstrated experience in executive assistance, senior administration or a comparable coordination role.
• Practical experience organising corporate events, conferences or client functions.
• Excellent planning, prioritisation and follow‑through.
• Strong written and verbal communication skills.
• Confidence engaging with clients and senior colleagues.
• Strong computer literacy and the ability to learn new technology.
• Accuracy, discretion and attention to detail.
• Ability to work independently while balancing requests from several people.

About the Role

Our client, a prestigious venue located in Benoni, Gauteng, specialising in hosting corporate events, weddings, and private functions, is seeking a highly organised and creative Events Coordinator. This role is responsible for the planning, execution, and overall success of a wide range of events, ensuring client satisfaction and operational excellence. The ideal candidate will possess strong organisational skills, excellent communication abilities, and a passion for creating memorable experiences. This position requires a blend of on‑site venue management and off‑site client liaison, offering a flexible hybrid work arrangement. It's a superb opportunity for an enthusiastic individual to grow their career within the dynamic event planning industry in Gauteng.

Key Responsibilities