Senior Project Coordinator (19 Months & Contracted Through 3rd Party)

Your role
The Project Coordinator for the 2026 International Foundation of Fashion Technology Institutes (IFFTI) Conference will oversee and coordinate all facets of the conference planning and execution. This role entails managing various activities over 19 months to align with RMIT Vietnam's procedures. The position demands exceptional organizational, communication, and stakeholder management skills to ensure the successful delivery of the 2026 IFFTI Conference.
Reports to: Events & Exhibitions Manager, SCD
Indirectly reports to: 2026 IFFTI Project Lead
Key Accountabilities
Primarily manage and coordinate the planning and execution of the 2026 International Fashion Education Institutions Conference (IFFTI), encompassing presentations, workshops, practice-based sessions, exhibits, poster presentations, field trips, and student design competitions.
Assist the 2026 IFFTI Project Lead to facilitate effective communication and stakeholder management between the IFFTI Executive Board, the 2026 IFFTI Organizing team (RMITV), and other parties (IFFTI member institutions, travel agents, local service providers, local authorities) for the planning and execution of the conference.
Collaborate with the 2026 IFFTI Project Lead and SCD Events & Exhibitions team to resolve issues in preparing invitation letters for conference attendees to assist with visa applications, travel arrangements (flights and accommodation), and event transportation.
Ensure the conference fee structure is developed and finalized early in the planning cycle:
+ Collaborating with the finance team to determine the appropriate fee structure.
+ Coordinating with the conference planning committee to align the fee structure with the overall budget and goals of the conference.
+ Ensure timely updates and post the finalized fee structure on the IFFTI Conference website.
+ Communicating with stakeholders to inform them about the fee structure and any relevant details.
Work with the webmaster (including web developer and web designer) under the direction of the 2026 IFFTI Project Lead to develop, update, and maintain the IFFTI website 10 months before and during the conference, along with a proper handover process to the School after the Conference completion.
Coordinate with various RMITV departments (including Uni Coms, Uni Events, Operations, and Schools) and local service providers to create digital photography and videography content, POSMs, and social media content for the 2026 IFFTI events.
Organize meetings, take minutes, and circulate and file documents for the preparation, planning, execution, and evaluation of the 2026 IFFTI Conference.
Undertake other duties as required by the 2026 IFFTI Organizing team.