Events Coordinator

Pathfinders Consulting Pty Ltd; Cape Town; On-site; ZAR 240,000 - 360,000; Full time

Benefits offered by this job

Pension fund

Group life insurance

Flexible working arrangements

Job summary

Pathfinders Consulting Pty Ltd is seeking an Events Coordinator in Cape Town to manage online and hybrid events, coordinating speakers, venues, and logistics.

You will handle registrations, communications, and on-site support, ensuring a smooth attendee experience across formats while collaborating with the Member Engagement team.

Qualifications

• Matric and a relevant post-matric qualification.
• Hands-on experience with online and/or hybrid events.
• Experience using Zoom and Microsoft Teams.
• Strong MS Office skills (Word, Excel, PowerPoint).
• Experience working with websites and event platforms/tech systems.

Responsibilities

• Coordinate and host webinars and online events using Zoom and Microsoft Teams.
• Conduct technology checks with speakers and presenters.
• Manage presentations, waiting rooms, chat and Q&A during live events.
• Provide first-line technical support to attendees.
• Keep event links, schedules and platforms up to date.
• Coordinate venues, catering, equipment and suppliers.
• Support supplier and vendor relationships and obtain competitive rates.
• Coordinate speaker and staff travel and accommodation.
• Prepare event and presentation materials.
• Maintain accurate event and speaker information.
• Support the Events Manager throughout the full event lifecycle.
• Manage event registrations and the Events inbox.
• Respond to member and attendee queries.
• Capture and verify attendance information for CPD and reporting.
• Help ensure every interaction reflects a professional and service-focused experience.
• Work with Marketing on event-related content, banners, social media and mailers.
• Draft and review event communications and participant instructions.
• Keep website and newsletter information accurate and up to date.
• Assist with sourcing gifts for speakers and guests.

Education

Matric + post-matric qualification

Tools

Zoom

Microsoft Teams

MS Office

Website platforms

Job description

Some people love planning. Others love making things happen.

If you're good at both, this could be your kind of role.

We're looking for an Events Coordinator who can bring together the detail, technology, people and logistics that sit behind a successful event.

Our client is a respected professional membership organisation looking for someone to join their Member Engagement team and support a diverse portfolio of in-person, hybrid and online events.

This is a role where no two days are quite the same. One day you could be coordinating suppliers and event logistics, the next you're hosting a webinar, troubleshooting a speaker's technology or helping ensure everything runs smoothly at a live event.

WHAT YOU'LL BE RESPONSIBLE FOR

Online & Hybrid Events

• Coordinate and host webinars and online events using Zoom and Microsoft Teams

Some people love planning. Others love making things happen.

If you're good at both, this could be your kind of role.

We're looking for an Events Coordinator who can bring together the detail, technology, people and logistics that sit behind a successful event.

Our client is a respected professional membership organisation looking for someone to join their Member Engagement team and support a diverse portfolio of in-person, hybrid and online events.

This is a role where no two days are quite the same. One day you could be coordinating suppliers and event logistics, the next you're hosting a webinar, troubleshooting a speaker's technology or helping ensure everything runs smoothly at a live event.

WHAT YOU'LL BE RESPONSIBLE FOR

Online & Hybrid Events

• Coordinate and host webinars and online events using Zoom and Microsoft Teams
• Conduct technology checks with speakers and presenters
• Manage presentations, waiting rooms, chat and Q&A during live events
• Provide first-line technical support to attendees
• Keep event links, schedules and platforms up to date

Event Coordination & Logistics

• Coordinate venues, catering, equipment and suppliers
• Support supplier and vendor relationships and obtain competitive rates
• Coordinate speaker and staff travel and accommodation
• Prepare event and presentation materials
• Maintain accurate event and speaker information
• Support the Events Manager throughout the full event lifecycle

Member & Attendee Experience

• Manage event registrations and the Events inbox
• Respond to member and attendee queries
• Capture and verify attendance information for CPD and reporting
• Help ensure every interaction reflects a professional and service-focused experience

Marketing & Communications

• Work with Marketing on event-related content, banners, social media and mailers
• Draft and review event communications and participant instructions
• Keep website and newsletter information accurate and up to date
• Assist with sourcing gifts for speakers and guests

AND WHEN THE EVENT GOES LIVE...

You'll be there.

Supporting event setup, branding and registration desks. Coordinating suppliers. Assisting speakers and guests. Solving those inevitable last-minute issues that don't appear on the event plan.

you'll need to be comfortable getting involved and doing what needs to be done.

ARE YOU THE PERSON WE'RE LOOKING FOR?

You have:

• Matric and a relevant post-matric qualification
• 3-4 years' experience in event coordination, event administration or a similar role
• Hands-on experience with online and/or hybrid events
• Experience using Zoom and Microsoft Teams
• Strong Microsoft Office skills, particularly Word, Excel, PowerPoint and Teams
• Experience working with websites, event platforms or technology systems
• Excellent written and verbal communication skills
• Strong attention to detail and organisational ability
• Confidence when dealing with suppliers, vendors, speakers and stakeholders
• A proactive, resourceful and service-oriented approach

But we're also interested in how you work.

You're someone who can juggle multiple priorities without losing sight of the details.

You enjoy working with people, but you're equally comfortable getting stuck into the administration that makes everything work.

You're curious about technology and aren't intimidated when something doesn't go according to plan.

And when things get busy, you don't wait for someone to tell you what to do. You assess the situation, find a solution and get on with it.

THE PRACTICAL DETAILS

The role is based in Cape Town, with selected events taking place in Johannesburg and occasional national travel.

Flexibility around working hours will be required around event schedules and operational requirements.

The role also involves hands-on event setup and dismantling, so you need to be comfortable being physically involved when required.

A valid driver's licence and own transport would be advantageous.

WHAT'S ON OFFER

A competitive, market-related remuneration package, pension fund, group life and disability insurance, together with flexible working arrangements.

If you're looking for an Events Coordinator role where you can combine creativity, organisation, technology and people skills, we'd like to hear from you.