Events and Operations Manager

ABOUT NORDCHAM

NordCham Vietnam is a non-profit organization established to promote and facilitate trade and investment corporations between the Nordic countries (Denmark, Finland, Iceland, Norway and Sweden) and the local, international businesses in Vietnam. We provide a 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, NordCham has grown to become one of the largest European Chambers of commerce in Vietnam, representing more than 150 members.
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, assist with HR-related functions, coordinate membership activities, oversee financial and facility management tasks, and lead the organization of NordCham's signature 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 all NordCham events, 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.
• Identify potential event sponsors and explore co-host opportunities with members and partner associations.
• Manage all event logistics, including venue booking, catering, AV equipment, volunteer coordination, and on-site management.
• Negotiate and maintain relationships with vendors, agencies, sponsors, speakers, and participants.
• Monitor event budgets, conduct risk assessments, and ensure smooth execution of allocated projects.

2. Event Finance & Reporting

• Manage event registrations in GlueUp, 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. Operational Support

• 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 Administration in collaboration with Accountant

• Assist in budget preparation and monitor expenses.
• Process invoices, manage bookkeeping, and maintain financial records.
• Monitor costs for events and office operations.
• Assist with payroll and other payments, including managing pending member payments.

5. Human Resources

• Support HR functions, including recruitment, onboarding, and maintaining employee records.
• Assist with 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 experience with Administration management
• Proven experience as Events Manager
• 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:

• 20 days annual leave, including 10 days off according to NordCham Holiday schedule
• Develop professionalism while working in an international environment and learning from Nordic experts and business culture
• Competitive remuneration

To apply, please send your CV and cover letter to