Assistant | IFA Distribution | Pretoria (8146) at Allan Gray Proprietary Limited

Job Responsibilities

Event Planning and Co-ordination:     

• Organising regional events and providing support to national events team. 
• Ensure that all events are executed according to company standard. 
• Manage all events related administration in line with company processes, this would include all events related invoicing. 
• Managing relationships with external service providers (venues, caterers etc.).
• Manage the event marketing collateral ensuring that there is stock availability and that all items are in good working condition. 
• Ensure all events quarterly reports are completed accurately and submit timeously. 
• Office Administration:
• Partner with the building manager on all health and safety related matters such as evacuation drills and building maintenance. 
• Ensure that the office space well maintained and presentable. 
• Ensure that the region office is compliant in accordance with the Occupational Health and Safety Act. 
• Ordering / forecasting weekly lunch orders with caterers. 
• Arranging collection for couriers and receiving deliveries.
• Monitor office stationery and kitchen supplies and order stock to replenish items as required. 

Assisting the Distribution team: 

• Assist the team with putting together presentation packs for client meetings. 
• Manage the calendar with all stakeholder visits keeping the relevant team members informed. 
• Monitoring and capturing of all regional expenses to manage the regional budget. 
• Manage all travel arrangements (flights, accommodation, transfers). 
• Support the Distribution team and conduct monthly reconciliation of all expenses and facilitate the approvals process.

Skills and Competencies

• This role is suited to individuals who are proactive and detail-orientated, who will take full ownership of managing events for the region from start to finish. 
• Experience working with Microsoft Office and Excel is required for this role as well as a valid driver’s licence and your transport. 
• Strong verbal and written communication skills are essential.
• The ability to deal with complexity in a high-pressure environment.
• A commitment to service excellence and keeping this top of mind when executing company events. 

Education and Experience

• A relevant bachelor’s degree.   
• A minimum of 3-5 years’ experience in a similar role. 
• Strong administration and organisational skills.