*** Reporting to: Events & Administration Manager South.
*** Job Summary: Prepare and organize EuroCham events, Administration / Office Assistant.
*** Type of Contract: 24 months fixed term contract.
*** Key Working Relationships:
•Internal: EuroCham staff.
•External: EuroCham Executive Committee, EuroCham members, theEuropean Delegation to Vietnam, local media, external speakers, suppliers and service providers etc.
*** Main Duties and Key Performance Indicators:
* Events:
•Event logistics i.e. venue and catering booking and other arrangements.
•Event promotion e.g. support design flyer and advertisement.
•Take care of pre-event communication with speakers, suppliers and partners.
•Manage contracts related to events e.g. hotel, interpreter, printer, photographer, MC, sponsors etc.
•Secure and brief speakers.
•Up-date event information on EuroCham’s website / CRM system.
•Send and follow up event invitation to targeted groups as required.
•Manage event page/ registration / event invoice on CRM system.
•Be in charge of check-in counter at the event, incl. welcoming guests and colleting fee and support other on-site logistic arrangement.
•Interact with members and non-members at events( satisfaction, use of benefits).
•Send thank-you letter & presentations to all participants, upload presentations on website after event.
•Deliver and consolidate event feedback.
•Support budget planning and control incl. P&L report.
•Support maintain monthly / annual calendar of events.
•Support to organize the office’s activities & events such as: team lunch/dinner, year-end party, teambuilding activities, team awayday.
* Operations:
•Be responsible for inventory/purchasing of stationery, IT equipment, office facilities, etc.
•Be contact point for express post, taxi cards, telephone line, internet line, video conference & tele-conference system, and other office related services.
•Book travel arrangements for HCMC team e.g. hotels, flights etc.
•Assist in preparation of internal meetings e.g. Weekly Staff Meetings, Monthly Executive Committee meetings incl. agenda and documents.
•Be responsible for enquiries of information services, handle all the correspondences.
•Assist in general secretarial activities.
•Support Events & Operations team in daily works.
