Admin Executive (Event & Guest Relations)

JOB OVERVIEW

We are looking for a detail-oriented, proactive, and service-minded Admin Executive to take ownership of the end-to-end coordination of company visits and corporate events. This role will be the key person responsible for receiving and coordinating requests from international guests and stakeholders, working closely with internal teams and external vendors to ensure every visit and event is well-planned and smoothly executed.

Candidates with a background in hospitality, tourism, event management, or related fields are strongly encouraged to apply.

JOB DESCRIPTION

• Take ownership of company visits and corporate events for international guests and stakeholders , from receiving the request and planning to on-site execution and follow-up.
• Flexibly adjust plans and arrangements based on actual situations, coordinate with relevant parties, and find suitable solutions to ensure visits and events run smoothly.
• Act as the PIC for guests and internal stakeholders regarding visit and event arrangements.
• Plan and coordinate all logistics before and during each visit/event, including:
• Hotel bookings and meal arrangements
• Meeting room setup, equipment, and other required facilities
• Transportation and airport transfers
• Guest itineraries and visit schedules
• On-site support during the visit/event
• Work closely with internal teams, and and service providers to make sure all arrangements are properly prepared and delivered as planned.
• Prepare visit plans, itineraries, checklists, and other documents needed for smooth coordination.
• Handle administrative procedures related to contracts, quotations, invoices, and payments with relevant vendors and service providers.
• Follow up on arrangements and handle changes or last-minute requests calmly and effectively.
• Provide professional and friendly support to international guests throughout their visit.

REQUIREMENTS

• Minimum 4 years of experience in office administration, workforce engagement, preferably in a corporate environment.
• Bachelor’s degree in Hospitality, Tourism, Event Management, or a related field.
• Fluent English communication skills (spoken and written)—essential.
• Experience in customer service, hospitality, or event coordination is highly preferred.
• Strong interpersonal skills with a guest-first mindset.
• High attention to detail, well-organized, and able to handle multiple tasks simultaneously.
• Comfortable working under pressure and in fast-paced environments.
• Proactive, flexible, and solution-oriented , with a strong sense of responsibility and service.

BENEFITS

• Well trained and dedicated to being able to catch the pace smoothly.
• Attracted salary based on the ability of the candidate and the general salary framework set by the company.
• Salary review based on performance every 6 months if your basic salary is less than 30,000,000 VND. If your basic salary is from 30,000,000 VND, it will be reviewed every year
• 13th month salary and bonus for holidays.
• Team building once a month.
• Company trip once a year.
• PVI healthcare insurance.
• Full social benefits in accordance with the company and the law of Vietnam.
• Professional environment and clear procedures.
• Great opportunity to improve English.
• Opportunity to learn Logistics and professional management system of project development process.