Events Coordinator & Personal Assistant

Driving operational efficacy and executive support, this part-time virtual position coordinates high-level administrative functions, executive logistics, and client communication. The role requires proactive management of complex diaries, travel arrangements, client documentation, and strategic business processes to ensure seamless daily operations.

Working 3 to 4 hours per day, the position manages end-to-end administrative logistics and client relationship workflows. Additional responsibility involves providing on-site operational and event support within the Johannesburg area as needed.

Key Responsibilities

Manage complex executive diaries, business appointments, personal commitment coordination, travel planning, meeting schedules, and MBA timetable logistics. Client Relationship Management: Act as the main administrative point of contact for client enquiries, booking confirmations, quotation generation, document coordination, contract issuance, and client record updates.

Financial Administration: Issue quotations, prepare invoices, monitor outstanding debtors, reconcile invoice statuses, maintain debtor reporting, and liaise directly with the external accountant and suppliers. Operational Logistics: Coordinate production schedules, venue bookings, studio logistics, travel, accommodation, event logistics, and supplier timelines.

Business Administration & Strategy: Maintain electronic filing systems, contract registers, and databases; support operational planning, project coordination, workflow improvements, and standard operating procedure implementations. On-Site Event Support: Provide ad-hoc, hands-on event assistance and operational coordination within the Johannesburg region as required.

Requirements

Based in or around Johannesburg to facilitate ad-hoc event assistance. Proven track record in executive administrative support, diary management, or operational coordination. Capacity to work 3 to 4 hours daily. Strong organizational skills with experience managing financial administration, invoicing, and debtor follow-ups.

Benefits

Hybrid (Part-time virtual/remote with ad-hoc on-site event attendance in Johannesburg).