Event and Admin Coordinator (8 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

Your role

The Event and Admin Coordinator plays a crucial role in the successful execution of the university's marketing and recruitment initiatives, with a primary focus on the signature annual Experience Day event, attracting up to 4000 attendees in Hanoi. This multifaceted position requires a highly organized and detail-oriented individual capable of managing end-to-end event logistics, providing essential administrative support, and leveraging data to enhance marketing efforts. The coordinator will collaborate with internal and external stakeholders to ensure seamless event delivery and efficient operational processes.

Reports to Senior Manager, Marketing 

Key Accountabilities

Event Planning and Coordination – Experience Day 2025 (Primary Focus):

• Develop (under guidance of your line manager) and implement event plans and operations, including detailed event floor plan, decoration plan, briefing documents, merchandise arrangement, and volunteer training.

• Manage all logistical aspects of Experience Day, encompassing venue and decoration setup, catering arrangements, audiovisual equipment coordination, and transportation logistics.

• Coordinate with RMIT internal stakeholders (including academics, alumni, students, other key departments and services), external vendors (including printing houses, catering suppliers and event agencies), and participants, ensuring clear communication and effective management of all event details.

• Contribute to the creation and distribution of engaging event materials such as invitations, program flyers, and promotional content.

• Undertake other event-related tasks as required to ensure the overall success of Experience Day.

Administrative Tasks:

• Manage the inventory, logistical arrangements, and delivery of office stationery, marketing merchandise and event-related materials.

• Liaise with internal and external stakeholders to manage the full lifecycle of paperwork and procurement/payment processes for various services, including but are not limited to advertising and PR bookings, photography and videography, and technical assets. This includes sourcing quotations, drafting contracts, preparing PRs/POs/other payment documents, and diligently following up on payment settlements.

• Liaise with relevant parties to oversee the execution of OOH branding materials (e.g. lightboxes, street banners, billboards), from setup through to payment.

• Provide comprehensive administrative support to the Marketing department, including managing travel bookings and handling other tasks as assigned by the Senior Manager, Marketing.

• Accurately record and track project expenses on a daily basis to facilitate regular financial reporting.

• Assist in the preparation of reports, presentations, and other departmental documentation as required.

• Request and update LED screen visuals (still banners and videos) for RMIT branding, based on requests from the Marketing team or other departments

• Lead the year-end asset stocktake and coordinate accrual reporting in accordance with the Finance & Accounting team guidelines, ensuring accurate data on Marketing-owned assets and outstanding payments.

• Develop visually appealing and effective EDM (Electronic Direct Mail) templates and schedule email deployments.

• Support the setup and execution of SMS, ZNS (Zalo Notification Service) messages and Zalo broadcast invitations to specific data segments based on defined requirements.

Key Selection Criteria

• Bachelor degree and/or Master's degree in business/marketing

• Minimum 1 year of experience in event management, marketing or advertising, especially in education 

• Demonstrated experience in coordinating & implementing events

• Demonstrated high level of organisation & arrangements

• High attention to details

• Ability in dealing with different stakeholders in managing expectations, resources and achieving agreed outcomes

• Experience in working with data & making reports, especially data visualisation & interpretation 

• Demonstrated high level written communication skills in both Vietnamese and English

• Ability to work independently and also participate as a productive team member

• Ability to display appropriate behaviours in line with the position, as per the RMIT Values

Other Information

• Expected duration: 08 months

• Salary: Competitive gross package up to VND 21,500,000/month, depending on experience and qualifications

• Workload: Full-time

• Location: Ha Noi

• Annual leave: 1 day per working month

• Accident Insurance 24/7

• Free use of onsite sports and fitness facilities

• Library on campus and online - access to RMIT Australia online library

English Proficiency

English is the language of teaching and communication at RMIT Vietnam. For this role, the minimum requirement is IELTS General 6.0 (or equivalent Linguaskill 160). 

To be eligible for this position, you must be a Vietnamese citizen.  Applications received from non-Vietnamese candidates will not be considered.

Only shortlisted candidates will be contacted. If you do not hear from us within 14 days of the application closing date, please consider your application unsuccessful this time.

To Apply

Please submit your CV and cover letter addressing your suitability for this position by clicking on the ‘Apply’ link below.

Important Notice 

• Please ensure your application is submitted through our Workday system on the RMIT Careers page. We do not accept applications through other means. 

• RMIT Vietnam will never request any fees or payments during the application process. Be vigilant about scams asking for payment to apply. 

• For any questions or support, feel free to reach out to our Talent Acquisition team at employment@rmit.edu.vn 

Applications Close:

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