Description:
Stellenbosch University
Corporate Communication and Marketing Division
Events Coordinator (Job Level 9.1)
Ref. KB/069/0324
The Corporate Communication and Marketing Division (CCMD) directly contributes to optimising the competitive positioning of Stellenbosch University (SU), ultimately facilitating systemic sustainability in line with its institutional strategy, Vision 2040. The Division offers direction-setting services within the professional fields of marketing and communication, integrated into best practice programmes, initiatives, campaigns, and specialised projects that lead in showcasing the greatness of our institution; that serve to enhance our excellent reputation; that attract talented students, staff and resources; that foster meaningful relationships; and that advance purposeful partnerships with our wide network of stakeholders.
The Events Coordinator takes responsibility for the planning, coordinating and implementation of all institutional calendar events and special functions in support of the Cooperate Communication and Marketing strategic and divisional objectives, which in turn are aligned with the SU Vision 2040 and the Strategic Framework 2019 – 2024.
Duties:
• Planning and coordinating institutional calendar, strategic and ad hoc events;
• Managing the events invitation and RSVP management system;
• Ensuring that events-related database systems are in place;
• Planning and developing programmes, agendas, briefing documents, budgets, and services according to stakeholder requirements;
• Attending regular event update meetings with all event stakeholders to discuss event briefs, goals and objectives of events and campaigns;
• Administering the institutional budget in collaboration with the Events Manager;
• Contributing to the development of the institutional events budget;
• Drafting a monthly events expense report;
• Facilitating procurement process, including requesting of quotations and liaising with the Finance Department;
• Facilitating the payment of suppliers;
• Ensuring compliance with the procurement policy;
• Purchasing promotion material, corporate gifts, etc.;
• Ensuring that effective communication is maintained with all internal stakeholders (rectorate, faculties, the communications team, administrative staff) in planning and organising events based on the stakeholders’ briefs and objectives;
• Ensuring that effective communication is maintained with external stakeholders (suppliers).
Requirements:
- Strong Written And Verbal Communication Skills
- Knowledge Of Database Management
- Computer Literate With Proficiency In The Microsoft Suite
Requirements:
• Relevant degree or diploma in administration management / business administration, or a related field;
• Two years' experience demonstrating a track record of successful event coordination in an events coordinator/assistant role;
• Computer literate with proficiency in the Microsoft suite;
• Strong written and verbal communication skills;
• Knowledge of database management;
• Creativity, adaptability, and the ability to work collaboratively within a team;
• Excellent organisational skills and attention to detail, with the ability to manage multiple projects simultaneously;
• Willingness and ability to work flexible hours to meet event needs.
Recommendations:
• A firm grasp of cultural sensitivity, industry trends, etc.;
• Project management experience in an event environment;
• Work experience in the higher education environment.
Shortlisted candidates must be willing to take an event management proficiency test.