Overview

Event Coordinator Operations Assistant | – 19403 Jobs in South Africa at Somewhere

Title: Event Coordinator Operations Assistant | – 19403

Company: Somewhere

Location: South Africa

Event Coordinator Operations Assistant

Employment Details

  • Employment Type: Full-Time Remote Contractor
  • Location: Remote
  • Seniority Level: Mid-Level
  • Benefits: Competitive PTO and paid holidays
  • Schedule: Full-Time
  • Industry: Operations / Event Coordination / Client Experience

Role Overview

We are seeking a highly organized and proactive Event Coordinator Operations Assistant to support the execution of client-facing events, dinners, and relationship-building initiatives. This role is responsible for managing the operational details that ensure every event runs smoothly — from venue coordination and guest communications to tracking budgets and documenting processes.

You will serve as the operational backbone behind client experiences, helping create seamless, high-touch interactions for high-growth companies and executive stakeholders. This is an ideal opportunity for someone who thrives in a fast-paced remote environment, enjoys balancing logistics with client communication, and takes pride in creating structure and efficiency.

The ideal candidate is detail-oriented, resourceful, an exceptional written communicator, and capable of managing multiple moving parts with minimal oversight.

Key Responsibilities

Event Logistics & Coordination

  • Manage end-to-end logistics for client dinners, networking events, and executive gatherings
  • Research and coordinate venues, reservations, vendors, caterers, gifts, and event materials
  • Build and maintain guest lists while tracking RSVPs and attendee information
  • Coordinate scheduling, calendar invites, reminders, and confirmations across internal and external stakeholders
  • Track event budgets, expenses, invoices, and vendor payments within internal systems
  • Ensure all event details are properly documented, confirmed, and communicated ahead of time
  • Support seamless execution of events while proactively resolving logistical issues

Client Outreach & Communication

  • Draft and send personalized, professional invitations and follow-up communications to American clients
  • Manage event communication workflows and outreach sequences throughout the event lifecycle
  • Respond to client inquiries regarding event logistics, confirmations, scheduling, and dietary preferences
  • Coordinate post-event thank-you messages and follow-up communications to strengthen client relationships
  • Maintain a warm, polished, and professional communication style in all interactions

Process Documentation & Operations

  • Build, organize, and improve event planning playbooks and operational SOPs
  • Create and maintain dashboards, trackers, checklists, and reporting systems for event management
  • Document processes and maintain organized records of vendors, past events, and client preferences
  • Identify inefficiencies and recommend workflow improvements to support scaling operations
  • Collaborate cross-functionally with Growth and Client Experience teams to streamline execution

Required Skills & Qualifications

Hard Skills

  • Previous experience in event coordination, executive assistance, operations support, or a similar administrative role
  • Strong written English communication skills with the ability to communicate professionally with US-based clients
  • Experience using scheduling tools, CRMs, and project management platforms such as HubSpot, Notion, Asana, or similar systems
  • Ability to manage multiple projects, deadlines, and event timelines simultaneously
  • Experience tracking budgets, invoices, expenses, and operational details
  • Strong documentation and process-building capabilities

Soft Skills

  • Highly organized with exceptional attention to detail
  • Self-starter who takes initiative and works effectively with minimal supervision
  • Proactive and solution-oriented mindset
  • Reliable, accountable, and consistent in a remote work environment
  • Strong interpersonal and relationship-building abilities
  • Comfortable collaborating across teams and time zones
  • Adaptable and able to thrive in a fast-paced, evolving environment

What Success Looks Like

  • Events and client dinners are executed smoothly with minimal oversight
  • Clients receive timely, professional, and personalized communication
  • Operational systems, trackers, and documentation remain organized and scalable
  • Internal teams can rely on accurate coordination and proactive follow-through
  • Opportunities for process improvements are consistently identified and implemented

Why This Role Is Exciting

  • Join a fast-scaling, technology-driven company modernizing a traditional industry
  • Gain exposure to high-growth businesses and executive-level client interactions
  • Play a key role in creating high-impact client experiences
  • Work within a collaborative, high-performance remote environment
  • Opportunity for long-term career growth and increased responsibility as the company scales

What’s Offered

  • Stable, long-term remote opportunity
  • Competitive PTO and paid holidays
  • Collaborative and supportive team culture
  • Training and operational documentation provided
  • Career growth opportunities for high performers
  • Exposure to innovative technology and AI-driven operational systems

Apply

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