Day of the Dead is an annual, premium Cape Town event hosted over the Halloween season, blending sophisticated artistry with the vibrant, immersive spirit of Día de los Muertos. This singular annual event brings together a community that appreciates high-concept experiences, understated style, and memorable design. From dramatic lighting and curated live performances to a chic, artistic atmosphere, we provide an exclusive space where elegance, creativity, and energy intersect for one unforgettable night.
We are seeking a structured, reliable Admin Assistant to join our Cape Town team. This is a unique opportunity for a professional who thrives on detail and logistics. As an integral part of our operational core, you will manage the heavy administrative buildup leading up to our annual date, as well as crucial, fast-paced operational coordination on the day of the event itself.
Everyday Tasks & Responsibilities
The Build-Up Phase (Pre-Event Logistics):
- Vendor & Artist Contracting: Issue, track, and digitally file agreements for decor suppliers, technical crews, catering partners, and live performers.
- Inquiry Management: Act as the primary gatekeeper for incoming digital correspondence, answering guest queries regarding dress codes, event access, and table bookings.
- Ticketing & Database Audits: Monitor and audit our ticketing platforms daily, updating guest lists, tracking high-tier invitees, and compiling sales spreadsheets for management.
- Procurement Support: Research local production suppliers, request quotes for custom event elements, and manage order sheets for venue supplies and specialized styling materials.
- Logistics Checklists: Maintain and continuously update our primary master checklist to ensure all production milestones are meeting strict local compliance and safety timelines.
On-the-Day Operations (Event Execution):
- Supplier Intake Coordination: Assist on-site at the venue during morning set-up, checking incoming supplier deliveries against invoices and directing crews to their designated areas.
- Guest List & Door Supervision: Oversee the digital check-in systems at the front entrance, ensuring VIP arrivals, guest lists, and ticketing desk workflows run seamlessly.
- Artist Liaison: Act as the point of contact for incoming performers, managing dressing room logistics, timing schedules, and catering requirements.
- Real-Time Trouble Shooting: Assist the management team with urgent administrative or operational needs as they pop up during the live event hours.
What We Need From You (Requirements)
- Proven Admin Experience: Background in office administration, executive assistant roles, or event project coordination where deadline management is key.
- Tech Proficiency: Highly comfortable working with Google Workspace, Excel, digital ticketing platforms, and communication apps like WhatsApp and email.
- Clear Communication: Exceptional verbal and written English skills, with the ability to maintain a poised, professional, and engaging tone under pressure.
- High-Pressure Focus: Calm and execution-driven, capable of shifting from structured desk work to a fast-moving, live event environment smoothly.
- Sophisticated Aesthetic: An understanding of our brand’s refined, artistic vision, ensuring that your work style remains high-standard and detail-oriented.
What We Offer
- Competitive Salary: A stable monthly salary of R9,000 – R11,000, reflecting the professional nature of the role.
- Creative Environment: Work within a sophisticated, unique brand space that moves away from traditional, boring office environments.
- Flat Operational Structure: Direct interaction with our leadership team, where your organizational impact is clear, valued, and directly linked to our event success.
- Professional Growth: Opportunity to grow within an expanding, high-end event series in the heart of Cape Town.
About the Company
To discover more about our vision, explore our creative history, and view media from our past showcases, you can visit our brand domain at dayofthedead.co.za.
Equal Opportunity & Employment Policy
Our brand is an equal opportunity employer and we pride ourselves on a completely fair, transparent recruitment process. Please note that all applicants must hold the legal right to work within the country of application at the time of submission.
Job Summary
- Role: Administrative Assistant
- Employment Type: Full-Time, Permanent
- Location: Cape Town (Office-Based / Live Event On-Site)
- Salary: R9,000 – R11,000 per month
Pay: R9 000,00 - R11 000,00 per month
Application Question(s):
- I have completed a profile synced at www.dayofthedead.co.za? Yes / No
- For external video interviews, please confirm ONLY your primary email address:
Work Location: In person
