ABOUT NORDCHAM
NordChamVietnam is a non-profit organizationestablishedto promote andfacilitatetrade and investment corporations between the Nordic countries (Denmark, Finland, Iceland,Norwayand Sweden) and the local, international businesses in Vietnam. Weprovidea wide range of services to members including market information, knowledge sharing, regular business and networking events, access to industry experts and reports as well as advocacy to address the interests of our members to the government of Vietnam.
Since its renovation in 2016,NordChamhas grown to become one of the largest European Chambers of commerce in Vietnam,representingmore than150members.We also collaborate with other Business Associations, Nordic Embassies in Vietnam to contribute to the development and success of the international business community.
JOB DESCRIPTION
We are looking for a proactive and detail-oriented Events and Operations Manager to support our team in Ho Chi Minh City. The ideal candidate will have proven experience in event management and office administration, strong organizational skills, and a positive, can-do attitude. In this role, you will provide key administrative and operational support,assistwith HR-related functions, coordinate membership activities, oversee financial and facility management tasks, and lead the organization ofNordCham'ssignature events. The Events and Operations Manager will report directly to the Executive Director.
If you thrive in a dynamic, Nordic working environment and enjoy collaborating with a diverse team, we would be delighted to hear from you.
RESPONSIBILITIES
1. Event Management
- Plan and execute allNordChamevents, including brainstorming, budgeting, and resource planning.
- Liaise with the Executive Director and Board for effective event planning and implementation.
- Design sponsorship proposals, event briefs, and internal communication materials.
- Identifypotential event sponsors and explore co-host opportunities with members and partner associations.
- Manage all eventlogistics, including venue booking, catering, AV equipment, volunteer coordination, and on-site management.
- Negotiate andmaintainrelationships with vendors, agencies, sponsors, speakers, and participants.
- Monitor event budgets, conduct risk assessments, and ensure smooth execution ofallocatedprojects.
2. Event Finance & Reporting
- Manage event registrations inGlueUp, including payments, ticketing, and invoicing.
- Track attendee check-ins and no-shows.
- Prepare post-event reports, including P&L, debriefs, sponsorship feedback, and media coverage.
- Follow up on vendor payments, liquidations, VAT invoices, and ensure proper financial clearance.
3.OperationalSupport
- Provide comprehensive administrative and secretarial support to the Executive Director (ED) and Board.
- Manage calendars, schedules, and deadlines.
- Prepare materials and take minutes for monthly Board meetings.
- Coordinate internal meetings, conferences, and events.
- Arrange travel,accommodation, and itineraries.
4. Financial AdministrationincollaborationwithAccountant
- Assistin budget preparation andmonitorexpenses.
- Process invoices, manage bookkeeping, andmaintainfinancial records.
- Monitor costs for events and office operations.
- Assistwith payroll and other payments, including managing pending member payments.
5. Human Resources
- Support HR functions, including recruitment, onboarding, andmaintainingemployee records.
- Assistwith payroll processing and other HR-related administrative tasks.
6. Facility Management
- Oversee office facilities to ensure a clean, organized, and functional workspace.
- Address office equipment or infrastructure issues promptly.
Requirements:
- Proven experiencewithAdministration management
- Proven experience asEventsManager
- English fluency is essential.
- Proficient in MS Office.
- Strong problem-solving skills.
- Excellent organizational and multitasking abilities.
- Detail-oriented,accurate, and proactive.
- Strong time management and interpersonal skills.
- A can-do attitude.
Benefits:
- 20daysannualleave, including10 daysoff according toNordChamHoliday schedule
- Develop professionalism while working in an international environment and learning from Nordic experts and business culture
- Competitiveremuneration
To apply, please send your CV and cover letter to [Confidential Information]
