Events Coordinator, Marketing and Communications, Department of Institutional Advancement at University of Pretoria/Universiteit van Pretoria

PURPOSE OF THE JOB:

• To provide strategic leadership in the design and delivery of high-impact University events that advance institutional goals, foster stakeholder engagement, and strengthen the University's national and global reputation. This role ensures the alignment of event strategies with the University's vision, upholding protocols, governance, and brand standards while managing the full event lifecycle with professionalism, innovation, and precision.

The incumbent will be responsible to:

• Lead the development and implementation of comprehensive project plans for the annual institutional events calendar;
• Draft and submit detailed event briefs, creative concepts and communication strategies aligned with the University's marketing and brand objectives;
• Manage the planning and execution of assigned University events, ensuring quality, consistency, and alignment with institutional priorities;
• Oversee venue sourcing, setup, and supplier coordination in compliance with procurement protocols and brand identity;
• Liaise with Security Services, protocol officers, and key stakeholders to finalise guest lists, scripts, signage, seating, dietary needs, and VIP arrangements;
• Manage strategic faculty events hosted by the Vice-Chancellor, ensuring alignment with institutional goals and elevated visibility;
• Provide project leadership and protocol guidance to faculty staff for event conceptualisation and execution;
• Coordinate all aspects of event delivery, including venue, décor, catering, protocol, guest logistics, compliance and promotions;
• Compile accurate event budgets and cost estimates in collaboration with the PR & Events Manager and/or Deputy Director;
• Source competitive supplier quotations and ensure adherence to procurement and financial policies;
• Track budget performance throughout the event lifecycle, implementing controls to prevent over-expenditure;
• Conduct post-event debriefings and compile comprehensive closing reports within 14 days of event conclusion;
• Develop and distribute event surveys to selected attendees to gather feedback and satisfaction indicators;
• Analyse event outcomes, document lessons learned and develop best practice guidelines for future events.

MINIMUM REQUIREMENTS:

• A relevant 3-year Bachelor’s degree in Event Management, Public Relations, Marketing, Hospitality Management, or a related field or;
• 5 years with a Project Management Diploma and/or Protocol Certificate, with clear evidence of application in large-scale event coordination;
• Operational and strategic event planning, demonstrating responsibility for full project lifecycles from initial concept through to execution and evaluation;
• High-profile event coordination, including logistics, stakeholder management, executive protocol and brand-aligned delivery within complex environments;
• Application of protocol and ceremonial procedures, particularly in events involving executive leadership, government officials, or international delegates;
• Client-facing consultation and brief interpretation, including the ability to translate strategic objectives into practical event outputs;
• Budget development and financial management, with hands-on experience in vendor engagement, procurement processes, and expenditure tracking;
• Team leadership and supervision, including the coordination of support staff, temporary teams and service providers for on-site delivery;
• Experience in planning, coordinating, and delivering complex events in a high-profile environment (e.g., university, government, corporate), including protocol-sensitive events.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

• Strong organisational and planning skills
• Protocol and ceremonial procedure
• Budget development and financial management
• Written and verbal communication skills
• Ability to develop and maintain effective relationships with others to encourage and support communication and teamwork. Ability to build and maintain ongoing, collaborative, working relationships with co-workers to achieve the goals of the work unit.
• Ability to plan and implement change initiatives. Ability to support innovation and creativity by encouraging staff to accept and resolve challenges. Ability to remain flexible to meet constantly changing and sometimes opposing demands
• Ability to identify problems, determine possible solutions, and actively work to resolve the issues
• Ability to measure and evaluate work processes, services, and products to achieve organizational goals. Ability to redesign processes as needed using best methods and technology to meet or exceed business needs. Ability to use appropriate methods to identify opportunities, implement solutions, and measure impact.
• Ability to use efficient and cost-effective approaches to integrate technology into the workplace and improve program effectiveness. Ability to develop strategies using new technology to enhance decision-making. Ability to understand the impact of technological change on the organization.
• Ability to be relied upon to ensure that projects within areas of responsibility are completed promptly. Ability to monitor programs and/or activities and take corrective action when necessary.
• Ability to maintain effectiveness when experiencing major changes in work tasks or the work environment. Ability to adjust effectively to work within new work structures, processes, requirements, or cultures.
• Ability to take action to improve existing conditions and processes. Ability to use appropriate methods to identify opportunities, implement solutions, and measure impact.
• Ability to take prompt action to accomplish objectives. Ability to take action to achieve goals beyond what is required. Ability to be proactive.
•  Ability to explore alternatives and positions to reach outcomes that gain the support and acceptance of all parties.
• Ability to lead and guide others to develop new skills or knowledge that will enhance their work. Ability to design, develop and/or deliver training programs.
• Ability to utilize office equipment and other relevant technology (software and systems) to meet business needs.
• Ability to maintain social, ethical, and organizational norms. Ability to firmly adhere to codes of conduct and ethical principles,
• Proven ability to manage event budgets, lead cross-functional teams, and handle logistical and reputational risks independently;
• Demonstrated proficiency in stakeholder management, vendor negotiation, and post-event impact reporting;
• Advanced digital proficiency, specifically in Microsoft Office (Word, Excel, PowerPoint), with the ability to generate professional documentation and planning tools;
• Administrative and organisational competence, ensuring accurate recordkeeping, event documentation and adherence to institutional policies and processes;
• Demonstrated advanced experience in hybrid or virtual event environments, including platform selection, audience interaction tools, and digital post-event reporting;

ADDED ADVANTAGES AND PREFERENCES:

• A relevant Honours degree in Event Management, Public Relations, Marketing, Hospitality Management, or a related field
• 3 years of experience with a Bachelor’s degree or;
• 5 years with a Project Management Diploma and/or Protocol Certificate
• Experience in event branding and layout design coordination, ensuring consistency with institutional identity across physical and digital event materials.
• Experience in mentoring and upskilling junior staff or event coordinators, providing oversight, training and quality control in all phases of event delivery.
• Experience in virtual or hybrid event execution, using technology platforms for live-streaming, online engagement and digital reporting.
• Familiarity with CRM systems or guest management platforms to support data-driven audience targeting and RSVP tracking.