About Company
Gallagher Convention Centre is one of Africa’s largest and most established convention and exhibition centres, proudly hosting world-class events, conferences, and exhibitions in Midrand, Gauteng. With over 25 years of experience, we provide exceptional venues, state-of-the-art facilities, and unparalleled service to both local and international clients. Our commitment to excellence, sustainability, and fostering a dynamic work environment makes us a leader in the events and hospitality industry. Join a team dedicated to creating memorable experiences and contributing to the vibrant economic landscape of South Africa.
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Job Description
Are you a highly organised, proactive, and enthusiastic individual with a passion for bringing events to life? Gallagher Convention Centre is seeking an energetic Event Planner Assistant to join our dedicated Events team. This full-time role offers an exciting opportunity to work alongside experienced event professionals, gaining hands-on experience in the planning, coordination, and execution of diverse events, from large-scale exhibitions and conferences to intimate corporate functions and gala dinners.
As an Event Planner Assistant, you will be instrumental in ensuring the smooth operation of our event calendar. You will support our Event Planners in managing client relationships, coordinating with internal departments and external vendors, and handling all administrative tasks necessary to deliver seamless and successful events. This position is perfect for someone eager to learn the intricacies of event management, thrive in a fast-paced environment, and contribute to the success of a renowned convention centre. We are looking for someone who can anticipate needs, solve problems creatively, and maintain a high level of professionalism and attention to detail. This role is not just about assisting; it’s about growing, learning, and making a tangible impact on the attendee experience. You will be a key player in ensuring our clients’ visions are realised, making every event at Gallagher Convention Centre a resounding success.
Key Responsibilities
- Provide comprehensive administrative support to Event Planners, including scheduling meetings, preparing presentations, and managing correspondence.
- Assist in the coordination of all event logistics, including venue setup, catering, audiovisual requirements, and décor.
- Liaise with clients, suppliers, and internal departments (e.g., F&B, Technical, Operations) to ensure all event requirements are met.
- Prepare and distribute event-related documents such as timelines, floor plans, production schedules, and supplier contracts.
- Conduct research on potential venues, vendors, and event trends as required.
- Assist with on-site event management, including guest registration, vendor coordination, and troubleshooting during events.
- Maintain accurate and up-to-date event files, databases, and records.
- Process invoices, track expenses, and assist with budget reconciliation for events.
- Contribute to post-event evaluations, gathering feedback and compiling reports.
- Perform general office duties as needed to support the events department.
Required Skills
- Exceptional organizational and time-management skills.
- Strong verbal and written communication abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to work effectively in a fast-paced, high-pressure environment.
- Demonstrated problem-solving skills and a proactive attitude.
- Keen attention to detail and accuracy.
- Ability to work flexible hours, including evenings and weekends, as required by events.
Preferred Qualifications
- A diploma or degree in Event Management, Hospitality Management, Marketing, or a related field.
- Previous experience (internship or entry-level) in event coordination or administration.
- Familiarity with event management software or CRM systems.
- Ability to speak multiple South African languages is an advantage.
- A valid driver's license and own reliable transport.
Perks & Benefits
- Competitive salary and performance-based incentives.
- Opportunity for professional growth and career advancement within a leading convention centre.
- Exposure to a diverse range of high-profile events.
- Supportive and collaborative team environment.
- Access to ongoing training and development programs.
- Subsidised meals on duty.
- Employee wellness programs.
- Contribution to provident fund/retirement annuity.
How to Apply
If you are a driven individual looking to kick-start or advance your career in event management, we encourage you to apply! Please click on the application link below to submit your detailed CV and a cover letter outlining your relevant experience and why you are the ideal candidate for this role. We look forward to reviewing your application and potentially welcoming you to the Gallagher Convention Centre team.
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