Events Co-ordinator

theapexgroup; Cape Town; Hybrid; ZAR 180,000 - 300,000; Full time

Job summary

The Apex Group in Cape Town seeks an Events & Project Coordinator to support planning, management, and delivery of a diverse global events portfolio (in-person, virtual, and hybrid). The role requires meticulous organisation and the ability to coordinate multiple workstreams across global teams and time zones.

You will own end-to-end event delivery, manage sponsorship events, coordinate logistics, venue and AV, create materials, track budgets, and report on KPIs.

Qualifications

• Experience coordinating complex global events projects.
• Strong project management discipline with stakeholder management.
• Attention to detail and ability to multitask under pressure.

Responsibilities

• End-to-end event delivery and coordination.
• Manage global sponsorship events calendar and strategy.
• Lead end-to-end delivery of company-hosted events across markets.
• Coordinate logistics including vendors, branding and on-site/off-site logistics.
• Oversee venue, AV, and virtual platform management; catering where applicable.
• Create and manage event materials and attendee communications.
• Ensure accessible and inclusive attendee experience and brand alignment.
• Build event plans, timelines, milestones, and RAID logs.
• Coordinate cross-functional teams (Marketing, Sales, Brand, Digital, Comms, Legal/Compliance, Finance, Operations).
• Oversee budgeting, procurement, POs, contracts, invoices, and reconciliations.
• Produce quarterly event performance reporting and post-event evaluations.

Skills

Event coordination

Project management

Stakeholder management

Budgeting

Vendor management

Tools

CRM systems

Marketing automation tools

Job description

The Apex Group was established in Bermuda in 2003 and is now one of the world's largest fund administration and middle office solutions providers.

Our business is unique in its ability to reach globally, service locally and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hard-working team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide. Your career with us should reflect your energy and passion.

That's why, at Apex Group, we will do more than simply 'empower' you. We will work to supercharge your unique skills and experience.

Take the lead and we'll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold, industry-changing realities.

For our business, for clients, and for you

Summary of the Position

We are looking for a skilled Events & Project Coordinator to support the planning, management, and delivery of a diverse global events portfolio, including both third-party sponsorships and company-hosted events (in-person, virtual, and hybrid).

The ideal candidate is meticulous, highly organised, and confident coordinating multiple workstreams under pressure. You will apply strong project management discipline; owning timelines, budgets, stakeholders, and risks, to ensure events are delivered smoothly, consistently, and to measurable business outcomes. This is an exciting role for someone who thrives in a fast-paced environment and enjoys the energy and satisfaction of delivering successful events across global teams and time zones. It is important to note that this is not a standard event management role where you will be attending the events. It is more project management based liaising with global stakeholders who attend hosted and sponsored events worldwide.

Outline of Main Duties and Responsibilities

The main responsibilities of the role will include:

• Event delivery & coordination (end-to-end)
• Manage and execute the global sponsorship events calendar and supporting strategy.
• Lead end-to-end delivery of company-hosted events such as seminars, summits, roundtables, webinars, and larger client events across global markets.
• Coordinate all logistics, including (but not limited to) vendor onboarding, shipping and deliveries, branded items, exhibitor stand briefs, and alignment with internal brand standards.
• Own venue and service supplier management, including venue sourcing and booking, technical/AV requirements, platform management for virtual events, and catering/F&B where applicable.
• Create and manage event materials as required (e.g., registration pages, invitations, agendas, speaker packs), and coordinate RSVP management and attendee communications.
• Ensure consistent attendee experience and event brand alignment across global events, including accessibility and inclusivity considerations.
• Project management & governance
• Build and manage event project plans and timelines, including milestones, dependencies, deliverables, and owners.
• Drive project governance: run planning meetings, track actions, manage stakeholder approvals, and ensure on-time delivery.
• Maintain risk, issue, and dependency logs (RAID) and proactively mitigate impacts to timeline, quality, and budget.
• Establish and document repeatable event processes, templates, and best practices to improve consistency and scalability globally.
• Coordinate cross-functional workstreams (Marketing, Sales, Brand, Digital, Comms, Legal/Compliance, Finance, Operations) to ensure seamless execution.
• Budgeting, procurement & financial controls
• Oversee event budgets and manage purchase orders (POs), contracts, invoices, and reconciliations in line with internal policies.
• Facilitate invoice approval and processing, including accurate budget tracking, forecasting, and variance reporting.
• Support supplier negotiations and manage sponsorship packages for relevant industry events to maximise value and ROI.
• Stakeholder management & communications
• Build and maintain strong relationships with key internal and external stakeholders (vendors, agencies, event organizers, speakers, sponsors).
• Provide clear, timely communications and status updates across a distributed global stakeholder group.
• Brief the wider marketing team on upcoming events to ensure teams such as Digital, Social, Brand, PR/Comms, and Sales Enablement are aligned and prepared.
• Data, systems & measurement
• Use CRM and/or marketing automation tools to track event activity and ensure event data is recorded accurately.
• - Partner with Sales and Marketing teams to define event objectives and measurable KPIs (pipeline influence, meetings booked, attendance, engagement, conversion, etc.).
• Produce quarterly event performance reporting, ensuring KPIs are tracked and events are delivering a positive ROI.
• Lead post-event evaluations and retrospectives, documenting