• Working Location: Deutsches Haus, District 1, HCMC
• Working Time: Mon - Fri (8:30 - 17:30)
• Headcount: 1 (7 months)

Main Responsibilities:

Detailed Event Planning aspects of events, including budget, schedule, and activities.

• Assist in drafting internal documents related to the work, meetings, and activities of the Event department.
• Manage suppliers and contracts (search for and contact service providers to implement event tasks).

Quotation Review and Proposal Writing:

• Compare vendor quotations to optimize event costs.
• Negotiate and draft contracts with suppliers in collaboration with relevant departments.
• Request advances and payments for the Event department.
• Prepare financial approval documents for events.

Document and Legal Procedure Management:

• Collect and manage necessary documents, ensuring compliance with legal requirements & manage correspondence and paperwork related to events.
• Prepare event attendance letters for BIVN Event (legal requirements) - all HCPs sponsored by BIVN for logistics (car, meals, air ticket, accommodation) must sign this letter before services are booked by the agency.
• Confirm the final attendee list with the agency to book services.

Event Budget Management:

• Design and manage the budget for expenses, including venue, equipment, personnel, marketing, catering, transportation.
• Allocate costs for each category & reserve and track all incurred expenses during the event.

Post-Event Evaluation and Reporting:

• Collect feedback from guests and stakeholders.
• Prepare evaluation reports and acceptance documents after the event.

Job Requirements:

• 1 year of experience as an event admin/coordinator (experience in pharmaceutical companies and using systems is a plus).
• Good communication, reading, and writing skills in English.
• Quick learner, careful, meticulous in work execution, agile, and hardworking.
• Good planning and time management skills.
• Detail-oriented and able to work under pressure.

Benefits:

• Up to 15 Gross.
• Social insurance from the first month.
• Professional and dynamic working environment.
• Company benefits as per regulations.