Activities Events and Logistics Coordinator Job

The American International School of Johannesburg (AISJ) is seeking a highly organised and proactive Activities Events and Logistics Coordinator for their Johannesburg Campus. This full-time, campus-based role, reporting to the Activities Director, is crucial for seamlessly managing all operational and logistical aspects of the school’s extensive events and travel programmes. If you have demonstrable experience in events management, travel coordination, or a related logistical field and are passionate about supporting an inspiring educational environment, this could be an excellent opportunity for you. Applications are open from 11 November 2025 and will close on 21 November 2025.

At AISJ, we are driven by our vision to inspire learning to build a better world, and this role plays a vital part in creating a supportive and nurturing environment for our students and staff.

Detailed list of vacancy key details

• Job Title: Activities Events and Logistics Coordinator
• School Name: The American International School of Johannesburg (AISJ)
• Campus: Johannesburg Campus
• Supervisor: Activities Director
• Posting Date: 11 November 2025
• Closing Date: 21 November 2025
• Job Type: Full-time, campus-based position
• Department: Athletics and Activities Office
• Reports to: Athletics & Activities Director
• Supports: Activities, Sports, and Aquatics Coordinators
• Working Hours: This is a 45-hour per-week position, requiring flexibility for evenings and weekends to support events in line with South African labour laws.
• Vacancy Source Link: View original vacancy

Simple summary of the vacancy

The American International School of Johannesburg (AISJ) is looking for a dedicated and enthusiastic Activities Events and Logistics Coordinator. This position is central to the comprehensive planning, execution, and logistical support for all events and travel organised by the AISJ Athletics and Activities Office. The successful candidate will ensure that all on-campus events and off-campus trips run seamlessly, safely, and professionally.

As the primary logistical liaison for the department, you will coordinate extensively with internal teams such as Transportation, Operations, IT, Security, Medical, and the Business Office, as well as external partners including third-party vendors, travel agents, and other schools. The role demands an exceptionally organised, proactive, and collaborative professional capable of managing multiple complex projects in a fast-paced environment. You will be supporting the Activities, Sports, and Aquatics Coordinators.

Key duties and responsibilities include:

• Event Logistics and Management: Serving as the primary event coordinator and on-site manager for all major and minor events hosted by the Athletics & Activities department (e.g., tournaments, galas, exchanges, festivals). This involves liaising with various internal departments for venue setup, transportation, IT support, security, medical coverage, and catering. You will also manage relationships with third-party vendors and coordinate financial aspects like invoicing and reconciliation.
• Local and International Travel Logistics: Coordinating all logistical aspects for local and international travel for AISJ’s Activities, Athletics, and Aquatics programmes. This includes securing airfare, accommodation, and ground transportation, liaising with host schools, communicating travel details with families, ensuring compliance for all required paperwork (like visas and consent forms), crafting official travel letters, and compiling comprehensive travel packets for staff.

The AISJ Activities Office manages a high volume of complex events and trips annually, typically over 20 on-campus events and more than 10 international trips. This position is vital for maintaining the breadth and quality of these co-curricular experiences.

Required Qualifications, Skills, and Experience:

• A Matric (or international equivalent) is essential; a Bachelor’s degree in Event Management, Hospitality, Sports Management, or a related field is preferred.
• Demonstrable experience in events management, travel coordination, international hospitality, operations, or a related logistical field is required.
• Proven experience in managing complex, multi-stakeholder projects and experience with budget tracking, purchase orders, and financial reconciliation are necessary. Experience in school-based operations, athletics, or activities is advantageous.
• Exceptional organisational, operational, and logistical planning skills with meticulous attention to detail are paramount.
• You must possess exceptional written and oral communication skills, the ability to collaborate effectively, a proactive and self-starting mindset, and the capacity to work independently and solve problems under pressure.
• Strong technology skills, including proficiency in Google Workspace and spreadsheets, and the ability to learn new systems quickly, are also required.
• Professional communication with diverse stakeholders and a willingness to work a flexible schedule, including evenings and weekends, are crucial.

AISJ is committed to justice, equity, diversity, and inclusion and expects all employees to embody and support the AISJ Portrait of Learner attributes: Resilience, Mindful, Thinker, Globally Connected, Curious, and Contributor.

How to apply for this post

• To apply, please complete the electronic form by clicking here.
• Information provided will be securely stored and used for reference checks on candidate compatibility.
• AISJ reserves the right to appoint the strongest candidate before the closing date if deemed necessary.
• AISJ maintains robust child protection policies; all employees must undergo criminal background checks, attend annual training, and sign a safeguarding agreement.
• By submitting your CV, you consent to AISJ processing your personal information in accordance with their Privacy Policy and the Protection of Personal Information Act of 2013.

Potential candidate questions and how to be a preferred candidate

• Q: What is the main purpose of this role? A: This role is central to planning, executing, and providing logistical support for all events and travel managed by the AISJ Athletics and Activities Office, ensuring smooth, safe, and professional operations.
• Q: What kind of events and trips will I be managing? A: You will manage a high volume of both on-campus events, such as tournaments, galas, exchanges, and festivals, and international trips to various locations for school programmes.
• Q: What qualifications are essential for this position? A: A Matric (or international equivalent) is required. A Bachelor’s degree in Event Management, Hospitality, Sports Management, or a related field is highly preferred and will make you a stronger candidate.
• Q: Is prior experience in a school setting necessary? A: While experience in school-based operations, athletics, or activities is advantageous, it is not strictly required. Demonstrable experience in events management, travel coordination, international hospitality, or a related logistical field is key.
• Q: What are the most important skills for success in this role? A: Exceptional organisational, operational, and logistical planning skills with meticulous attention to detail are crucial. Strong written and oral communication, a proactive mindset, problem-solving abilities, and collaboration are also vital.
• Q: Will I be required to work outside of standard hours? A: Yes, flexibility to work evenings and weekends will be necessary to support various events and trips, in line with South African labour laws.
• Q: How can I demonstrate my suitability for the technology requirements? A: Highlight your proficiency in Google Workspace, word processing, and spreadsheets. Emphasise your ability to quickly learn and adapt to new systems and processes, as this is a key expectation.
• Q: What kind of support does AISJ offer its employees? A: AISJ values every employee as a learner and expects them to embody the school’s Portrait of Learner attributes. The school is committed to justice, equity, diversity, and inclusion within its community.
• Q: How important is safeguarding and child protection at AISJ? A: Safeguarding is of paramount importance. AISJ maintains robust child protection policies, and all employees must undergo criminal background checks, attend annual training, and sign a safeguarding agreement.
• Q: What is the best way to stand out during the application process? A: Clearly articulate your proven experience in managing complex, multi-stakeholder projects, particularly those involving intricate logistics. Showcase your meticulous organisational skills and your proactive approach to problem-solving. Demonstrate how your values align with AISJ’s vision of inspiring learning to build a better world.

Institution details

• Institution Name: American International School of Johannesburg (AISJ)
• Website: https://www.aisj-jhb.com/
• Address: 4000 Dahill Road, Senderwood, Johannesburg, 2047, South Africa

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