Trợ Lý Sự Kiện & Hành Chính Full-time 2024RMIT International University Vietnam (RMIT Vietnam)

Job Summary:
RMIT Hanoi Marketing team is looking for a motivated and detail-oriented Event & Admin Assistant to support the planning and execution of our annual Experience Day event in November 2024, which caters to up to 3000 attendees. Besides Experience Day, there're monthly digital campaigns and program events to support brand awareness and recruitment of the university. This is an excellent opportunity to gain hands-on experience in event management and administration.
Location: RMIT Hanoi campus (521 Kim Ma street, Ba Dinh district, Hanoi)
Position type: Full time (40 hours/week, from Monday to Friday)
Duration: 01 July 2024 - 31 December 2024
Report to: Data, Event & Admin Coordinator
Key Responsibilities:
Event Planning and Coordination:
Assist in developing and implementing event plans and timelines, including event floor plan, decoration plan, briefing documents, merchandise arrangement, and volunteer training.
Help coordinate logistics including venue & decoration setup, catering, audiovisual equipment, and transportation.
Communicate with RMIT stakeholders, external vendors and participants to manage event details
Assist in creating and distributing event materials such as invitations, programs, and promotional content.
Administrative Support:
Provide general administrative support to the event management team
Follow up with third-party suppliers/vendors to obtain quotations, receive goods/ services, draft contracts, and payments to meet timelines.
Record and track project expenses on a daily for regular reports
Attend meetings and summarize meeting minutes and handle correspondence.
Maintain and organize event files, databases, and records.
Support in the preparing reports, presentations, and other documentation as required.
On-site Event Support:
Assist with on-site event setup and tear down.
Support event operations, including event flow, monitoring the catering/ security/ cleaning service on the day, and addressing any issues assigned by their line manager.
Coordinate with volunteers and temporary staff for smooth event operations.
Post-Event Activities:
Assist with post event reports and recommendations
Participate in post-event debriefs and summarize meeting minutes.
Collect and analyze feedback from attendees, vendors, and staff.
Assist with reconciling expenses and tracking the event budget.
Other tasks as assigned by Data, Event & Admin Coordinator
Benefits:
Time-off-in-lieu (extra day off if required to work during weekend)
One paid leave per month
Gross monthly salary: VND 12,800,000 plus social insurance and other benefits
On-job training experience
Valuable experience working in one of most dynamic teams at RMIT (Marketing Department)
Qualifications:
Graduated from a Bachelor's program in Marketing, Communication, Event Management, Hospitality, Business Administration, or a related field.
Basic to medium experience in event planning
Basic experience in administration tasks is a plus
High organizational and multitasking skills
High attention to details
Excellent communication and interpersonal skills in Vietnamese and English
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
Ability to work under pressure and meet tight deadlines
Availability requirement:
Flexibility to work evenings and weekends is required, particularly on some weekend mornings and during the fourth week of November.
Application process:
To apply, please submit your CV (format: pdf, docx) outlining your relevant experience and why you are interested in this position to [protected info]
Subject: HN Application_Event & Admin Assistant_[Your full name]
Deadline for Application: 10 June 2024
We are an equal opportunity employer and welcome applications from all qualified candidates. We thank all applicants for their interest; however, only those selected for the short-list round will be contacted.