Events & Admin Coordinator (2IC)

Ciovita; Cape Town; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A global events management firm in Cape Town is seeking an Events & Admin Coordinator to assist with logistics, event planning, and administration. The ideal candidate should have strong organisational abilities, a background in event coordination, and experience with tools like Excel. The role involves managing event logistics, tracking merchandise, and supporting team communications in a fast-paced environment.

Qualifications

• Minimum 2 years' experience in an administrative or event coordination role.
• Proven ability to manage multiple priorities with minimal supervision.
• Experience with stock tracking and event coordination is preferred.

Responsibilities

• Assist in event kit packing and timeline management.
• Manage internal stock movement for event merchandise.
• Coordinate dispatch logistics and travel bookings.

Skills

Organisational skills

Attention to detail

Professional communication

Logistics coordination

Problem-solving mindset

Education

Tertiary qualification in Events, Admin, Logistics

Tools

Excel

Monday.com

XERO

Job description

Overview

Ciovita is looking for a highly organised and proactive Events & Admin Coordinator (2IC) to support our Global Events & Key Accounts Manager. This role is vital in ensuring the seamless planning and execution of our local and international event portfolio. You’ll play a key part in managing logistics, merchandise tracking, sponsorship orders, staff coordination, and event-related administration — all while helping to deliver exceptional rider and brand experiences across the globe.

Responsibilities

• Assist in event kit packing, checklist completion, and timeline management.
• Manage and track internal stock movement and event-specific merchandise.
• Coordinate dispatch logistics, travel bookings, and accommodation.
• Maintain and update event trackers, itineraries, and staffing plans.
• Capture meeting notes and assist with post-event reconciliations and reporting.
• Process and track partner jerseys and crew sponsorship orders.
• Support event staff scheduling, communication, and briefing.
• Provide on-site event support, including logistics, rider engagement, and troubleshooting.
• Maintain organised records, folders, and asset audits.

Requirements

• Strong organisational and administrative skills.
• High attention to detail and ability to work under pressure.
• Professional communication skills.
• Experience with stock tracking, event coordination, or logistics preferred.
• Confident using tools such as Excel, Monday.com, XERO, or similar.
• Comfortable managing multiple priorities with minimal supervision.
• Excellent people skills and a problem-solving mindset.
• Previous experience in an event or admin support role is a strong advantage.

Experience required

• Minimum 2 years' experience in an administrative or event coordination role.
• Tertiary qualification in Events, Admin, Logistics, or a related field preferred.