Virtual Event Coordinator

Are you passionate about event planning and looking to support exciting, dynamic experiences from behind the scenes? Seasons Events is seeking a highly organized and proactive Virtual Event Coordinator to join our team and play a key role in delivering memorable events. In this position, you'll assist with a wide range of tasks, from venue sourcing and artist management to on-site logistics and post-event reporting. You’ll work closely with vendors, promoters, and the internal team to ensure events run smoothly and exceed expectations. If you’re detail-oriented, enjoy multitasking, and thrive in a fast-paced environment, we’d love to hear from you!

Key Responsibilities:

1. Event Planning Support:
   - Assist in the planning and execution of market events, including logistics, vendor coordination, and attendee management.
   - Maintain event schedules and timelines to ensure all tasks are completed on time.
2. Venue Sourcing:
   - Research and identify suitable venues for events, considering capacity, location, and amenities.
   - Negotiate contracts and terms with venue owners to secure the best options for events under our supervision.
3. Artist and Talent Management:
   - Find and engage artists, performers, and speakers for events, ensuring alignment with the event theme and audience.
   - Negotiate contracts and manage communication with artists and their representatives.
4. Promoter Engagement:
   - Build and maintain relationships with event promoters to enhance event visibility and attendance.
   - Collaborate with promoters on marketing strategies and promotional activities.
5. Quote Procurement:
   - Obtain quotes from various vendors, suppliers, and service providers (e.g., catering, audio-visual, decorations) to assist in budget planning.
   - Evaluate and compare quotes to ensure cost-effectiveness and quality.
6. Communication:
   - Serve as the primary point of contact for on the ground team.
   - Prepare and distribute event materials, including invitations, programs, and promotional content.
7. Database Management:
   - Maintain and update databases for participants, vendors, artists, and other stakeholders.
   - Track event registrations and payments, ensuring accurate record-keeping.
8. Marketing Assistance:
   - Support marketing initiatives through social media management, email campaigns, and content creation.
   - Collaborate with the marketing team to develop promotional materials.
9. Financial Administration:
   - Assist in budget preparation and monitoring, including tracking expenses and revenue for events.
   - Process invoices and payments in a timely manner.
10. On-Site Event Management:
    - Help coordinate on-site logistics during events, including setup, registration, and breakdown.
    - Ensure that all event materials and equipment are in place and functioning properly.
11. Reporting:
    - Compile post-event reports, including feedback and suggestions for improvement.
    - Analyze event performance metrics to inform future planning.
12. General Administrative Support:
    - Perform general office duties, including filing, answering phones, and managing correspondence.
    - Assist with scheduling meetings and maintaining calendars for the events team.
13. Networking and Relationship Building:
    - Attend industry events and networking functions to build relationships with potential vendors, artists, and partners.
    - Stay informed about industry trends and best practices to enhance event offerings.
14. Logistical Coordination:
    - Oversee transportation arrangements for artists, vendors, and equipment as needed.
    - Ensure compliance with local regulations and permits related to events.
15. Feedback and Improvement:
    - Gather and analyze feedback from attendees and stakeholders to identify areas for improvement.
    - Propose innovative ideas to enhance future events.
16. NPO Support:
    - Assist in organizing and coordinating events and initiatives for the company’s Non-Profit Organization (NPO).
    - Help with outreach, fundraising activities, and community engagement efforts.
    - Support the Foundation team with administrative tasks, event planning, and communication to promote the mission and goals of the organization.

Qualifications:

• Education: Bachelor’s degree in Business Administration, Event Management, or a related field.
• Experience: Previous experience in event planning or administrative support is preferred.
• Skills:
  - Strong organizational and multitasking abilities.
  - Excellent communication and interpersonal skills.
  - Proficient in Microsoft Office Suite and event management software.
  - Knowledge of social media platforms for marketing purposes.

Personal Attributes:

• Detail-oriented with a proactive approach to problem-solving.
• Ability to work in a fast-paced environment and meet deadlines.
• Team player with a positive attitude.

Work Environment:

• Work from home with potential travel to event locations at company’s costs.
• Flexibility in hours may be required during peak event seasons.

Email your CV to: info@seasonsholdings.co.za

Start Date: Immediately

Job Type: Part-time

Pay: R4 500,00 per month

Expected hours: 25 per week

Location:
Pretoria, Gauteng (Required)

Application Deadline: 2024/11/15