Administrative Assistant; Events

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.

• 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.

• 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.

• 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.