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

Overview:

RMIT Vietnam is looking for an Event and Admin Coordinator to support our marketing and student recruitment initiatives with a key focus on our signature annual Experience Day event in Hanoi welcoming up to 4000 attendees.

This position is offered as a 6-month contract and will be engaged through a third-party provider.

Expected start date: 1st July

WHY JOIN RMIT VIETNAM

At RMIT Vietnam international exposure meets real-world impact through strong industry and government collaboration. Working at RMIT means building a meaningful career while creating impact in a high-performing environment.

Further insight into our mission impact and global connections is available in the RMIT Vietnam Profile.

WHAT WE OFFER

• Competitive remuneration VND package
• One day of paid leave per month in addition to university holidays and public holidays
• A supportive and collaborative environment that encourages professional growth and development
• Access to state-of-the-art facilities and resources
• A vibrant and diverse campus life and more!

POSITION SUMMARY

The Event and AdminCoordinator play a crucial role in the successful execution of the universitys 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.

Key Accountabilities

Event Planning and Coordination Experience Day 2026 (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 Masters 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

HOW TO APPLY

To be considered for this role it is mandatory to submit both a resume and a cover letter. Please click on the Apply link provided in this Job Ads to initiate the application process.

Applications will be reviewed on a rolling basis and the University reserves the right to appoint prior to the closing date.

Compliance Requirements

All academic appointments at RMIT Vietnam must meet University and local regulatory requirements including English proficiency background checks and (for international candidates) eligibility for a work permit.

English is the language of teaching and communication at RMIT Vietnam. For this role the minimum requirement is IELTS (General) with a score of at least 6.0 (or equivalent as outlined in the Recruitment Selection and Onboarding Guidelines).

Further guidance will be provided during the recruitment process.

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 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.

IMPORTANT NOTICE:

• Please ensure that 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

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.

Experience:

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