Event Coordinator

Direct message the job poster from Office Beacon South Africa

Onboarding Officer| Team Leader | Virtual Assistant | Sales Manager | Claims Administrator | Driving Efficiency and Results Across Multiple Functions

About Office Beacon

Office Beacon is a global leader in remote staffing who offers managed services, providing innovative solutions to empower businesses.

We execute high-impact events, including luxury suite experiences, trade shows, VIP lunch and learns, tradeshows, and partnership activations, to cultivate growth, networking, and client engagement.

Join us to deliver exceptional experiences that inspire business success.

Position Overview

The Event Coordinator will provide administrative, logistics, and coordination support for virtual and in-person events held across various markets.

This fully remote role focuses on vendor coordination, scheduling, documentation, marketing support, and end-to-end event administration to ensure seamless execution and brand-aligned experience.

Key Responsibilities – Event Logistics Support

Coordinate event logistics remotely, including scheduling, venue research, vendor outreach, catering coordination, and technology requirements.

Maintain event timelines, project trackers, run-of-show documents, and internal checklists to support structured execution.

Manage vendor and partner communication to ensure timely deliverables, confirmations, and compliance with event requirements.

Provide administrative support related to contracts, proposals, event documentation, and internal file organization.

Key Responsibilities – Virtual Event Support

Assist with preparation, scheduling, and hosting of virtual events, webinars, and digital experiences.

Support presenters, speakers, and internal teams with rehearsal coordination, event links, access, and tech checks.

Monitor chat, Q&A, attendance tracking, and participant engagement during virtual events as needed.

Key Responsibilities – Marketing & Administrative Support

Prepare and distribute event materials such as agendas, digital programs, presentations, run-of-show guides, and branded collateral.

Collaborate with the marketing team to ensure brand consistency across all event assets and communications.

Track event expenses, vendor quotes, and invoices; support in compiling post-event recap reports summarizing attendance, feedback, and key outcomes.

Skills & Qualifications

Bachelor's degree in Hospitality, Event Management, Marketing, Communications, or related field; or equivalent relevant experience.

2–3+ years of experience in event coordination or administrative support (corporate events or agency experience advantageous).

Experience coordinating with vendors, venues, or internal teams in a remote environment.

Core Competencies

Strong organizational and multitasking skills with the ability to manage multiple simultaneous timelines.

Excellent written and verbal communication suitable for professional internal and external coordination.

Detail-oriented, proactive, and solutions-driven approach with the ability to anticipate needs and address issues before escalation.

Proficiency with digital collaboration platforms (e.g., Google Workspace, Zoom, Microsoft Teams, Canva, Trello, , Asana).

Basic budget coordination or vendor cost tracking experience preferred.

Work Conditions

Equipment : Reliable high-speed internet connection and professional home-office setup required.

What We're Looking For

We need someone with a go-getter attitude, who can take initiative and get things done, while being politely aggressive when needed.

Our ideal candidate is a proactive problem-solver, thrives in high-pressure environments, and keeps the energy high during events to motivate attendees and ensure success.

Poor time management, lack of attention to detail, and poor communication are deal-breakers.

Why Join Office Beacon?

Be part of a fast-growing global company with opportunities for professional growth.

Work on high-impact events that build relationships and drive business success.

Collaborate with a supportive and dynamic team focused on excellence.

Seniority level

Mid-Senior level

Employment type

Full-time

Job function

Business Development

Staffing and Recruiting

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