An Operations Assistant is responsible to assist with pre-event activities, post-event activities, and on-site logistics as well as the administration of an event. In addition to this, the Operations Assistant is responsible for assisting with exhibitor and sponsorship fulfilment as well as ensuring their needs are met based on the contract specifications.

Requirement & Competencies:

• Relevant Events/project management qualification
• 1 – 2 years events experience will be an advantage
• Must be fluent in French & English
• Currently residing in Cape Town 
• Valid work permit for South Africa
• Must be a team player
• Excellent organisational skills
• Perform well under pressure
• Must like challenges and finding creative solutions
• Must be adaptable and eager to learn

Responsibilities:

Pre-event management:

• Follow up on operations brief from Event Managers in order to deliver the event.
• Ensuring systems and processes are followed for the delivery of event such as milestones, schedules, manuals etc.
• Attend meetings with internal project team members to update and communicate operations milestones, challenges and deadlines to add to the event.
• Ensure that all suppliers are paid before staff and clients travel.
• Compiling of the travel packs, this includes documents such as:
  • Flight E-Ticket
  • Hotel confirmation and contact person
  • Car rental Voucher
  • Transfer company and contact person – number
  • Arranging all staff travel per diems together with the CPs
  • Assist staff with visas where appropriate
• Compiling and distributing staff manual with relevant travel and event information timeously.
• Planning and booking all internal teams travel relating to the delivery of the event.
• Maintain library of staff details for travel.
• Assist in organising freighting and transport of goods to and from an event.
• Assisting the Event Manager &Operations Director with any other ad hoc tasks as required.

On-site logistics:

• Travelling to the event prior to show day to manage and assist setup and build-up of event as well as breakdown of the event.

Exhibitor and sponsorship fulfilment:

• Involvement with fulfilment of sponsorship packages, to include an understanding of the balance between meeting expectations and remaining within budget and meet on a regular basis with sales people on sponsorship delivery.

Post-event management:

• Involvement in post-show analysis and reporting.
• Accurate record keeping of all travel documentation for auditing purposes and management accounting.

Administration

• Raising purchase orders, and assist in obtaining costs and signing off invoices.
• Assist with hotel room blocks.
• Log all travel and costs in SEMS per show – this includes transfers, flights, accommodation, car hire

Supplier and contractor management:

• Developing and maintaining key supplier, contractor and venue working relationships
• Regular contact with the hotels on their occupancy levels.
• To meet and brief in writing all contractors, venues, suppliers to ensure they are clear on delivery.
• Understand the principles of floor plan design, to include venue rules and health and safety parameters, and ensure these are incorporated.
• Control of event inventory including ensuring store room is clean and organised at all times, inventory is checked in and out as well as reporting collateral to be repaired.
• Understanding all elements of the show. For example AV, Interpretation, stand fitting, carpet, electrics, feature areas, furniture hire, security, traffic, venue liaison, staffing, cleaning, registration, signage, catering etc. Ability to understand the main principles of each of these elements and to take ownership.
• Attending relevant training as required, including health & safety training.
• Completing all show health & safety related documentation and ensuring the correct sign off of these documents.
• Participate in the company’s Operations team.

Remuneration: R10,000.00 to R12,000.00 gross per month depending on experience.