SUMMARY:
Sandton | Hybrid
Permanent Position
POSITION INFO:
About the Position
The Institute of Risk Management South Africa (IRMSA) is the leading professional body for risk management in South Africa, dedicated to advancing the profession through education, professional development, certification, networking and thought leadership.
As an Events Assistant, you will play a key role in supporting the planning, coordination and successful delivery of IRMSA''''s events, conferences, webinars and stakeholder engagements. Your responsibilities will include managing event registrations, co-ordinating logistics, liaising with Finance on invoicing and payments, maintaining accurate event records, supporting financial reporting and conducting post-event evaluations.
The role requires a highly organised, detail-oriented and proactive individual with an understanding of professional bodies and a commitment to delivering professional, high-quality events and exceptional stakeholder experiences.
Position title: Events Assistant
Sandton (Hybrid)
Job Specification: Events Assistant
Summary of the Position
The Events Assistant at IRMSA will provide operational, administrative and coordination support in the planning, execution and reporting of IRMSA events, conferences, webinars, regional engagements and marketing initiatives.
The role is responsible for managing event registration processes, co-ordinating with the Finance Department on invoicing and payment tracking, maintaining accurate event records, supporting financial and post-event reporting, and ensuring the smooth delivery of physical, hybrid and virtual events.
The incumbent will work closely with the Events, Marketing and Stakeholder Manager and will be required to travel to events, conferences and regional engagements as operationally required.
Key Responsibilities
1. Event Planning, Coordination & Logistics
- Assist in planning, organising and executing IRMSA conferences, webinars, regional launches, forums and stakeholder engagements.
- Support venue coordination, catering arrangements, supplier management and event logistics.
- Liaise with speakers, delegates, service providers and sponsors to ensure effective event coordination.
- Prepare and maintain event checklists, attendance registers, logistical schedules and supporting documentation.
- Provide on-site operational and administrative support during events.
- Travel with the Events, Marketing and Stakeholder Manager to support event preparation, setup, registration, execution and post-event activities, including regional and out-of-town events when required.
2. Event Registration & Delegate Management
- Open, manage and close event registrations on IRMSA''''s designated event management platforms.
- Create and maintain event registration pages, ensuring accurate event information, pricing, registration categories and deadlines.
- Manage and monitor the dedicated events mailbox, ensuring timely, accurate and professional responses to all event-related enquiries, registrations and stakeholder communications.
- Monitor registrations and provide regular registration updates to the Events, Marketing and Stakeholder Manager.
- Register participants, process booking requests and issue registration confirmations.
- Respond to delegate enquiries relating to registration, attendance and event arrangements.
- Maintain accurate delegate databases and attendance records.
- Manage registration changes, cancellations and delegate substitutions.
- Prepare registration lists, name badges and attendance reports.
- Reconcile registered delegates against actual attendance following each event.
- Ensure registrations are closed timeously and final attendance records are accurately captured.
3. Financial Administration, Invoicing & Reporting
- Liaise directly with the Finance Department regarding event invoicing, payment confirmations, outstanding accounts and financial administration.
- Submit accurate registration and billing information to Finance to facilitate timely invoicing.
- Monitor registration payment statuses in coordination with Finance.
- Follow up on outstanding invoices and payments in accordance with IRMSA''''s financial procedures.
- Maintain accurate event income and expenditure tracking records.
- Assist with monitoring event expenditure against approved budgets.
- Prepare and maintain event financial reports, including registration revenue, invoiced amounts, payments received, outstanding amounts and event expenditure.
- Assist with post-event financial reconciliation and reporting.
- Escalate financial discrepancies or outstanding payments to the Events, Marketing and Stakeholder Manager and Finance Department.
4. Webinar & Virtual Event Management
- Create, open and manage webinar registrations on Microsoft Teams and other approved virtual event platforms.
- Configure webinar registration forms, event details, access links and automated confirmations.
- Monitor webinar registrations and provide regular registration updates.
- Coordinate webinar invitations, reminders and joining instructions.
- Liaise with presenters, moderators and technical service providers.
- Support technical preparations, rehearsals and webinar delivery.
- Monitor attendance and download registration and participation reports.
- Close webinar registrations and maintain accurate attendance records.
- Assist with distributing webinar recordings, presentations and post-event communications where applicable.
5. Post-Event Surveys, Evaluation & Reporting
- Create, distribute and monitor post-event evaluation surveys for conferences, webinars and other IRMSA engagements.
- Track survey response rates and follow up where necessary.
- Compile and analyse delegate feedback, satisfaction ratings and event performance results.
- Prepare post-event reports covering registrations, attendance, financial performance, feedback and recommendations.
- Identify opportunities to improve future event delivery and delegate experience.
- Maintain event records and supporting documentation for management reporting.
6. Communications
- Support the preparation and distribution of email campaigns, newsletters and event communications.
- Responsible for sharing and distributing the marketing mailer calendar, ensuring all event information, dates and promotional content are accurate, up to date and aligned with approved communications.
- Monitor campaign engagement and assist with marketing performance reporting.
- Respond professionally to event-related member and stakeholder enquiries.
7. Stakeholder & Membership Engagement
- Support engagement with IRMSA members, corporate partners, sponsors and stakeholders.
- Assist with coordinating networking sessions and member engagement activities.
- Maintain accurate stakeholder records and engagement databases.
- Support member communication and follow-up activities.
- Assist with stakeholder feedback and reporting.
8. Partnership Support
- Assist with partnership administration, proposals and partner communications.
- Maintain records and track agreed deliverables.
- Coordinate partner branding, exhibition requirements and event participation.
- Liaise with Finance regarding invoicing and payment tracking.
- Support partner recognition and post-event reporting.
9. Administration & Systems Management
- Maintain accurate records on IRMSA''''s event management, CRM and registration systems.
- Ensure upcoming events are correctly created and updated on relevant platforms.
- Manage event documentation, registration records and administrative correspondence.
- Assist with compiling monthly event, marketing and financial performance reports.
- Maintain organised electronic filing systems.
- Provide general administrative support to the Events, Marketing and Stakeholder team.
Desired Skills
- Strong organisational, planning and coordination skills.
- Excellent verbal and written communication skills.
- High attention to detail, particularly in registration administration and financial reporting.
- Good numerical ability and proficiency in Microsoft Excel.
- Ability to manage multiple events, deadlines and administrative priorities.
- Professionalism and confidence when interacting with members, partners, delegates and stakeholders.
- Strong problem-solving skills and the ability to work under pressure.
- Ability to work independently while maintaining effective communication with the Events, Marketing and Stakeholder Manager.
- Willingness to travel and work outside normal office hours when required for events.
Requirements & Qualifications
- Currently pursuing or recently completed a diploma or Higher Certificate in Event Management, Marketing, Communications, Business Administration or a related field.
- 1–2 years’ experience working within a professional body or membership-based organisation, with a sound understanding of its operations, member engagement, events and stakeholder coordination.
- Proficiency in Microsoft Office, particularly Excel, Word, PowerPoint and Outlook.
- Working knowledge of Microsoft Teams and virtual event platforms.
- Familiarity with event registration systems, CRM platforms or event management software would be advantageous.
- Good understanding of invoicing, payment tracking and financial administration.
- Experience with marketing tools such as Canva, Mailchimp or social media platforms would be advantageous.
- Excellent administrative and recordkeeping skills.
- Ability to work independently and collaboratively.
Willingness and availability to travel with the Events, Marketing and Stakeholder Manager for event-related duties.
Assist with Projects
Assist with special projects and tasks as assigned by management.
Collaborate with team members to achieve departmental goals.
Ad-Hoc Duties
In addition to the primary responsibilities, the Event Management Assistant may be required to perform various ad hoc duties to support the office and organisational needs.
What We Offer
We provide an attractive package of between R140 000 to R250 000 per annum that can be structured according to your requirements. You will also receive full training and the opportunity to undertake industry-recognised professional qualifications.
As an investor in people, we provide:
- Support and coaching from experienced colleagues
- Opportunities for career development and progression
- Flexibility to perform your role in a way that supports mutual benefit
Submission Requirements
Applicants are required to submit:
- CV with contactable references
- Copy of ID
- Copies of relevant qualifications
- Consent to undertake relevant background checks
Email Applications: HR@irmsa.org.za
