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Check with seller Office Support
- Location: Hai Phong City, vietnam
We are seeking a versatile, efficient, and detail-oriented Event Office Support Specialist to serve as the administrative anchor for our event operations. In this role, you will manage the essential behind-the-scenes tasks that keep our events running, from high-volume document preparation to cross-departmental coordination. If you excel in fast-paced office environments, possess strong technical proficiency, and have a natural talent for keeping complex projects organized, this is an ideal role to support our team and contribute to the successful execution of our event programming.
Key Responsibilities
Administrative Coordination: Manage event-specific administrative workflows, including drafting correspondence, organizing meeting schedules, and maintaining up-to-date project tracking files.
Resource Preparation: Oversee the production of event materials such as signage, name badges, attendee packets, and instructional handouts, ensuring accuracy and branding consistency.
Communication Liaison: Act as the internal point of contact for event teams, facilitating the flow of information between operations, marketing, and external stakeholders.
Operational Record-Keeping: Maintain secure and organized records of event contracts, vendor agreements, and insurance documentation to ensure full compliance and easy retrieval.
Meeting & Event Logistics: Support planning sessions by preparing agendas, managing travel/logistics for event staff, and coordinating onsite resource distribution.
System Maintenance: Assist in updating internal databases, event management software, and post-event reporting tools to ensure data integrity and track project KPIs.
Inquiry Management: Professionally handle general inquiries from staff, vendors, or attendees, ensuring that information is accurate and responses are timely.
Requirements & Qualifications
Education: High school diploma or equivalent; Associate’s degree in Business, Office Administration, or a related field is preferred.
Experience: 2–3 years of experience in an administrative, clerical, or office support role, ideally within an events, hospitality, or corporate office setting.
Technical Skills:
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
Ability to quickly master project management software or event-specific database tools.
Strong aptitude for high-volume data entry, document formatting, and digital file management.
Personal Attributes:
Proactive Problem-Solver: Capacity to identify administrative bottlenecks and implement solutions before they impact the event timeline.
Meticulous Attention to Detail: Commitment to accuracy, especially when handling financial documents, guest lists, and event schedules.
Adaptability: Ability to thrive in a shifting work environment where priorities can change quickly due to event demands.
Professional Communication: Excellent written and verbal communication skills, capable of interacting effectively with internal teams and external partners.
Tags: Office Support, Administrative, Event Operations, Project Coordination, Document Management, Operations
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