Events Coordinator

Job description

Purpose

The Durbanville Campus requires a dedicated Events Coordinator to support the effective planning, coordination, and delivery of campus events and activities. With the establishment of the new campus, growing student enrolment, and the expansion of key facilities, including the hall, cafeteria, and recreational spaces, there is a need for a central point of coordination to ensure events are professionally managed, well communicated, and operationally prepared.
This role will provide direct support to the Head of Campus by coordinating a wide range of events, including student, staff, stakeholder, recruitment, wellness, academic, and community engagement initiatives. The position will enhance consistency in event management, strengthen stakeholder collaboration, improve planning processes, and contribute to a positive experience for students, staff, and visitors.

Key Responsibilities

• Develop and maintain an annual campus events calendar in consultation with the Head of Campus and relevant stakeholders.
• Plan, coordinate and execute campus events from initial concept through to completion.
• Coordinate event logistics, including venues, room layouts, equipment, catering, décor, signage, access, parking, security and other operational requirements.
• Liaise with internal departments, service providers, suppliers, speakers, partners and other stakeholders to ensure successful event delivery.
• Obtain and manage quotations and coordinate approved suppliers in line with applicable procurement processes.
• Prepare event briefs, programmes, checklists, schedules and run sheets
• Coordinate event communications and ensure that relevant stakeholders receive timely and accurate information.
• Conduct site inspections and event readiness checks before events.
• Provide on-the-day event coordination and resolve operational issues as they arise.
• Coordinate post-event close-out, including supplier follow-up, feedback, attendance information and basic reporting.
• Support student recruitment, orientation, staff wellness, academic, stakeholder engagement, community and other campus events as required.
• Maintain accurate event records, calendars, budgets and supporting documentation.
• Ensure that events are conducted in accordance with STADIO policies, procedures, health and safety requirements and POPIA requirements where applicable.
• Provide regular progress updates and report on event activities, risks and outcomes to the Head of Campus

Skills and Competencies

• Relevant experience in event planning, event coordination or a related operational environment.
• Demonstrated experience in planning and coordinating events from concept to completion.
• Experience coordinating multiple stakeholders, suppliers and event logistics.
• Ability to work flexible hours when required, including occasional evenings or weekends.
• Valid driver’s licence would be advantageous.
• Excellent organisational and planning skills
• Strong communication and interpersonal skills
• Professional and confident when dealing with internal and external stakeholders
• Highly organised, detail-oriented and deadline driven
• Ability to manage multiple events and priorities simultaneously
• Strong problem-solving and decision-making skills
• Ability to work independently and take initiative
• Calm and solution-focused under pressure
• Strong negotiation and supplier management skills
• Financial awareness and ability to work within approved budgets
• Good computer literacy and proficiency in Microsoft Office
• Customer-service focused with a professional approach
• Flexible and willing to work outside normal office hours when events require it
• High level of accountability, reliability and attention to detail

Qualifications & Experience

• A relevant qualification in Event Management, Hospitality, Marketing, Communications, Public Relations, Business Management or a related field would be advantageous.
• A relevant qualification OR demonstrable practical experience in event planning and coordination is required.
• Relevant experience in a higher education environment would be advantageous.
• Relevant experience in event planning, event coordination or a related operational environment.
• Demonstrated experience in planning and coordinating events from concept to completion.
• Experience coordinating multiple stakeholders, suppliers and event logistics.

Posted on 24 Aug 12:09, Closing date 4 Sep