Events Operation Officer

Overview:

RMIT Vietnam is looking for an Events Operation Officer to support the planning and delivery of university events by coordinating infrastructure, technical equipment, site services, vendors and facilities, ensuring smooth, safe and efficient event operations.

         

In line with our current recruitment and selection guidelines, this role is open to Vietnamese candidates only. Expected start date: at the earliest available opportunity.

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 for candidates.
• 13th month bonus
• Private Health insurance for you and your family, plus Personal Accident Insurance
• Generous annual leave, sick leave, volunteer leave and public holidays (Christmas and Tet Holidays)
• Professional development and career advancement
• Access to state-of-the-art facilities and resources
• A vibrant and diverse campus life and more!

POSITION SUMMARY

The Events Operation Officer supports the planning and execution of university events by coordinating infrastructure, technical equipment, and site services. This role liaises with vendors, facilities, and administration to manage onsite deliverables, ensuring all activities are executed efficiently, safely, and in strict alignment with established plans and University standards.

Key Accountabilities summary

Event Operation Administration & Support

• Procurement & Admin: Handle end-to-end end-to-end administration for event infrastructure, AV/lighting, and equipment rentals, including contracts, PR/PO generation, and payment processing.
• Operational readiness: Prepare and maintain essential operational assets, including checklists, equipment registries, and service tracking logs to ensure seamless delivery and equipment is handled and operated according to guidelines. Proactively identify and escalate potential risks, issues, or plan deviations to the Events Production Specialist to ensure timely resolution.
• Timeline & Stakeholder coordination: Track project milestones and proactively follow up with vendors and internal stakeholders to ensure all deliverables meet strict deadlines.
• On-the-day coordination: Serve as a primary point of coordination for vendors, staff, and volunteers to ensure real-time operations execute seamlessly according to the master run sheet. Facilitate smooth participant movement and proactively adjust service delivery points to eliminate operational bottlenecks.
• Post-event reconciliation: Support the debrief process by consolidating service records, vendor documentation, and operational data for final reporting and analysis.

Event Infrastructure Setup Support

• On-site setup and teardown: Assist in the physical installation of staging, AV equipment, and temporary structures, ensuring strict alignment with approved layout plans. Support on-site load-in and load-out activities to ensure efficient, safe, and timely transitions during setup and teardown.
• Vendor delivery and timeline control: Act as point of contact for on-site vendors to ensure setup requirements are clearly communicated and executed according to the timeline. Verify setup accuracy against plans, identify immediate installation issues, and coordinate with relevant parties for rapid resolution.

Venue, Facilities & Site Services Coordination

• Venue booking & facility arrangement: Manage internal and external event venue bookings, liaising directly with venue owners and Property Services to secure required spaces and facility infrastructure. Support post-event pack-down and site reinstatement to ensure the venue is returned to its original condition.
• Site services coordination: Handle the booking and delivery of essential site services (cleaning, parking, medical support) and track vendor timelines, escalating any readiness issues to the Events Production Specialist. Support real-time problem-solving by coordinating with relevant service providers to resolve immediate issues.
• Outsourced labour arrangement: Source, arrange, and deploy outsourced event labour based on cross-functional team requirements to ensure comprehensive staffing support across all event activities.
• Photography & filming coordination: Book, schedule, develop scripts/briefings, manage technical crews during live delivery, and oversee post-event editing feedback loops and asset distribution.

Key Selection Criteria

• Bachelor’s degree in a relevant discipline (Marketing, Administration, Event Management)
• Minimum of 1 year of experience supporting event operations, logistics, or production within a fast-paced environment. Demonstrated experience in coordinating event setup, logistics, and vendor services, with the ability to follow operational plans and timelines
• Understanding of event infrastructure, venue operations, and site services (e.g., furniture setup, equipment handling, cleaning, parking, or support services)
• Proven experience briefing, monitoring, and coordinating external vendors, casual labor, and service providers against operational plans.
• Strong attention to detail and the reliability to manage multiple tasks simultaneously, follow complex instructions, and deliver under tight deadlines.
• Good problem-solving skills with familiarity in health, safety, and risk escalation procedures within event environments.
• High level of attention to detail and reliability in executing assigned responsibilities
• Clear and effective verbal and written communication skills in English and Vietnamese
• Ability to work flexible hours, including evenings and weekends, to support event delivery
• Ability to display appropriate behaviours in line with the position, RMIT Values and RMIT Leadership Model

For full details of the accountability, please refer to the Job Description.

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 5.5 (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 [email protected]

#RMITVietnam

Applications Close:

3 thg 9 2026 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