Event & Admin Assistant (6 months & contracted through 3rd party)

Overview: RMIT University Commitment RMIT is committed to the rights of students and staff to be safe, respected, valued, and treated as an equal in their place of study and work. All staff are expected to share this commitment and contribute to a safer community. While carrying out their role, staff are in a position of trust with students. Staff have a duty of care to report wellbeing concerns about students through the designated channels and uphold to the code of conduct. RMIT Vietnam expects all staff members to comply with its Code of Conduct, policies and procedures, which relate to legal and regulatory requirements and our ways of working. Why RMIT University Vietnam? RMIT Vietnam is committed to excellence, innovation, and social responsibility. We welcome applications from qualified and passionate individuals who share our values and vision. RMIT University has a global reputation and ranks 140th globally and 11th in Australia in QS World University Rankings 2024. To learn more about our rankings, please check out our latest facts and figures here Reputation and rankings - RMIT University RMIT Vietnam has been honoured with the respectable HR Asia Award as Top Employer To Work For in Asia. To find out more about RMIT Vietnam and our current vacancies, please visit our website: https://www.rmit.edu.vn/careers 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. Key Accountabilities 1. 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.

2. 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.

3. 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.

4. 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

Key Selection Criteria

• 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
• Flexibility to work evenings and weekends is required, particularly on some weekend mornings and during the fourth week of November.

Other Information

• Contract duration: 06 months
• Workload: Fulltime
• Gross salary up to VND12,800,000
• Annual leave: 1 day per working month
• Accident Insurance
• Free use of onsite sports and fitness facilities
• Library on campus and online - access to RMIT Australia online library

To be eligible for this position you must be a Vietnamese citizen. Applications received from non-Vietnamese candidates will not be considered. To Apply Please submit your CV and cover letter addressing your suitability for this position by clicking on the ‘Apply’ link below Applications Close: 9 thg 6 2024 11.59 pm RMIT University Vietnam (RMIT Vietnam) is a campus of RMIT University. RMIT Vietnam is creating an innovative research, teaching and learning culture. We are committed to providing internationally recognised high-quality education and professional training for our students, clients and members of the community. As an internationally recognised Australian university based in Asia, RMIT Vietnam is assisting in the development of human resources capability in Vietnam and the region. https://www.rmit.edu.vn/about-us