Events Coordinator

Introduction

Zeitz Museum of Contemporary Art Africa (Zeitz MOCAA) is a public not-for-profit institution that exhibits, collects, preserves, and researches contemporary art from Africa and its diaspora; conceives and hosts international exhibitions; develops supporting educational, discursive, and enrichment programmes; encourages intercultural understanding; and strives for access for all.

The museum’s galleries feature rotating, temporary exhibitions with dedicated spaces for the permanent collection. The institution also includes the Centre for Art Education (CFAE), and the Atelier, a project space for emerging Cape Town-based artists.

Our Mission

At Zeitz MOCAA, we are committed to promoting artistic innovation, cultural exchange, and social dialogue. Through our exhibitions, programs, and initiatives, we aim to inspire creativity, foster critical thinking, and contribute to the cultural landscape of Africa and the world.

Key Responsibilities of the role

Reporting to the Event Manager, the purpose of this role is to assist with internal and external event coordination and provide administration, logistics and coordination support for pre, during and post event operations.

Private/Public tour Administration:

• Draft quotations and booking forms
• Request billing once signed booking form is received
• Track all payments and ensures tickets are sent to client
• Schedule and assign each tour
• Inform and ensures relevant parties (Front Desk, IA, Curatorial Department and Finance Department) are aware of booking
• Confirms the Curator to attend to guests on arrival
• Setup and run administration for all online and in museum tours

Private/Public Event Administration:

• Minute taking and distribution thereof during relevant event meetings
• Provide correspondence on event enquiries to our service provider
• Ensure function sheets are received from service provider and shared departmentally
• Input all events on the master calendar
• Receive, follow up on supplier invoices or receipt of expenses and save these accordingly
• Assist curatorial with exhibition programming events for both onsite and online
• Liaise with vendors and stakeholders during the event planning process to ensure everything is in order

Updating of tours and Event Systems:

• Update systems daily i.e.
  • upkeep of the shared folder where all relevant information to the booking is saved
  • the private tour schedule where all confirmed tours are listed and assigned
  • adding of all confirmed tour bookings to financial tour tracking document
  • adding all confirmed tour and event information to outlook calendar with relevant staff
  • adding all programming and eventing information to the master calendar to avoid clashes with booking of venues and staff.

Onsite Event Coordination:

• Coordinate and oversee event setup, tear down and follow-up processes for programming and collaborative events
• Act as the go to person at events
• Respond to queries or issues as they arise and engage the appropriate person
• Liaise with the relevant internal and external personnel with event coordination
• Conduct final inspections on the day of the event to ensure everything adheres to the client’s standards

Events and Tour Research:

• Research new tour offerings to ensure tours remain competitive with industry
• Research on events and latest trends to support with idea generation and changes to existing events and new events
• Create exclusive private tour packages
• Support the Events Manager to establish and maintain relationships with vendors and venues.

Person specification

This role requires an individual with knowledge in project management, ability to plan, organize, conceptualize, and direct a variety of projects simultaneously is essential. The individual must bring high standard of work, good work ethic, deadline driven, with good networking, oral and written communication, and engagement skills. Ability to be resilient and remain calm under pressure.

Qualification and Experience

• Preferably Diploma or Bachelor's Degree in Event Management, Marketing, or related field
• Computer Literate (MS Word, Excel, PowerPoint, Planner)
• Minimum of 3 years’ experience in Tour/event/function organisation and coordination is required

Key Competencies

• Good experience with understanding of finance and budgeting
• Previous customer service or client relations experience would be beneficial
• Able and willing to work nights and weekends when required
• Excellent planning, administration, and coordination skills, with a methodical approach and attention to detail
• Excellent verbal and written communication skills and ability to communicate effectively with internal and external stakeholders at all levels
• Good negotiation skills
• Ability to build productive business relationships
• A creative thinker and good understanding of events
• A strong interest in design and event trends
• Ability to work independently and deliver work within the agreed timeframes

As a cutting-edge equal opportunity institution, Zeitz MOCAA celebrates diversity in all its forms including gender, race, creed, and orientation. Zeitz MOCAA is committed to Employment Equity and particularly welcomes applications from suitably qualified Historically Disadvantaged Individuals (HDIs) for this position.