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Event Administrator

Academic Summit

This is a Full-time position in Lusaka posted 30/03/2022.

Academic Summit Jobs in Lusaka Event Administrator Carreer opportunities in Lusaka vacancies in Academic Summit at Lusaka

# Job Description

The Event Administrator is responsible for providing a wide range of clerical
duties, office administrative duties, project coordination, office
maintenance, and accounting support to the Event Department.


–>Act as primary point of contact for general inquiries via email and telephone and logging of enquiries
–>Preparation of initial response to client enquiry and assigning to appropriate team members
–>Understand requirements for each event
–>Plan event with attention to financial and time constraints
–>Book venues and schedule speakers
–>Research vendors catering, decorators, musicians etc. and choose the best combination of quality and cost
–>Negotiate with vendors to achieve the most favorable terms
–>Hire personnel
–>Manage all event operations preparing venue, invitations etc.
–>Do final checks at the day of the event e.g. tables, technology to ensure everything meets standards
–>Oversee event happenings and act quickly to resolve problems
–>Evaluate event’s success and submit reports
–>Preparation and distribution of daily, weekly and monthly reporting
–>Coordinate interoffice mail distribution schedule and materials
–>Maintenance and reporting of departmental expenses
–>Negotiating and selling conferences and events over the telephone
–>Chasing up calls and efficiently communicating with customers or clients
–>Responsible for inventory and ordering of materials, supplies and services for Events sales team
–>Coordinate with all applicable suppliers to ensure that sales team have items needed for daily operations e.g. Artisan for Gift Bags/Chocolates, Gift Cards, Marketing Materials, Business Cards
–>Perform general clerical duties including but not limited to photocopying, faxing, mailing, filing and rotation of events department files
–>Support management team in assigned project-based work which may include drafting and modifying a variety of documents and/or correspondence as well as performing basic accounting functions
–>Assist events coordinators with the execution of event galas by providing required administrative support
–>Update and manage calendars and provide reminders for upcoming events
–>Provide extensive support in event execution by ensuring that all resources are available to the participants
–>Assist in the setting up and tearing down of events, with special focus on timeliness and care of the materials involved
–>Interact with staff members and volunteers to ensure that they are provided with the right information to carry out their tasks
–>Help and support the marketing team
–>Support Events team as required including other duties as assigned and/or required
–>To provide an excellent event administrative service for the department; recording event data, preparing letters and other correspondence, and assisting with event planning. This includes creating and implementing effective „thank you? strategies.
–>Implement systems to record all event data to use for event marketing and planning, including research activity to audit and inform future event decisions.


–>Frequently stand/walk, sit, perform desk-based computer tasks, and use a telephone.
–>Occasionally kneel/crawl, twist/bend/stoop/squat, grasp lightly/fine manipulation, and grasp forcefully, lift/carry/push/pull objects that weigh 21-40 pounds.
–>Consistent with its obligations under the law, the Institution will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.


–>May require national and continental travel
–>Occasional work on evenings and weekends.

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Closing Date : 10th April, 2022.

Academic Summit Jobs in Lusaka Event Administrator Carreer opportunities in Lusaka vacancies in Academic Summit at Lusaka

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