Senior Project Coordinator (19 Months & Contracted Through 3rd Party)

Your role

The Project Coordinator for the 2026 International Foundation of Fashion Technology Institutes (IFFTI) Conference will oversee and coordinate all facets of the conference planning and execution. This role entails managing various activities over 19 months to align with RMIT Vietnam’s procedures. The position demands exceptional organizational, communication, and stakeholder management skills to ensure the successful delivery of the 2026 IFFTI Conference.

Reports to: Events & Exhibitions Manager, SCD

Indirectly reports to: 2026 IFFTI Project Lead

Key Accountabilities

Primarily manage and coordinate the planning and execution of the 2026 International Fashion Education Institutions Conference (IFFTI), encompassing presentations, workshops, practice-based sessions, exhibits, poster presentations, field trips, and student design competitions.

Assist the 2026 IFFTI Project Lead to facilitate effective communication and stakeholder management between the IFFTI Executive Board, the 2026 IFFTI Organizing team (RMITV), and other parties (IFFTI member institutions, travel agents, local service providers, local authorities) for the planning and execution of the conference.

Collaborate with the 2026 IFFTI Project Lead and SCD Events & Exhibitions team to resolve issues in preparing invitation letters for conference attendees to assist with visa applications, travel arrangements (flights and accommodation), and event transportation.

Ensure the conference fee structure is developed and finalized early in the planning cycle:

+ Collaborating with the finance team to determine the appropriate fee structure.

+ Coordinating with the conference planning committee to align the fee structure with the overall budget and goals of the conference.

+ Ensure timely updates and post the finalized fee structure on the IFFTI Conference website.

+ Communicating with stakeholders to inform them about the fee structure and any relevant details.

Work with the webmaster (including web developer and web designer) under the direction of the 2026 IFFTI Project Lead to develop, update, and maintain the IFFTI website 10 months before and during the conference, along with a proper handover process to the School after the Conference completion.

Coordinate with various RMITV departments (including Uni Coms, Uni Events, Operations, and Schools) and local service providers to create digital photography and videography content, POSMs, and social media content for the 2026 IFFTI events.

Organize meetings, take minutes, and circulate and file documents for the preparation, planning, execution, and evaluation of the 2026 IFFTI Conference.

Undertake other duties as required by the 2026 IFFTI Organizing team.

Key Selection Criteria

Bachelor's Degree in relevant fields such as event management, project management, and marketing.

Vietnamese fluency in writing and speaking.

Demonstrated experience and expertise in managing complex events and conferences, including international scale, from start to finish, including budget control.

Demonstrated people management experience.

Excellent communication and interpersonal skills, including negotiation, liaison, cross-cultural communication, and report writing skills.

Outstanding project management and meticulous organization skills.

Proficient with Adobe Creative Suite and Microsoft applications

Proven ability to work under pressure and respond to multiple priorities while demonstrating sound judgment and prudent decision-making.

Significant expertise and experience in coordinating people and projects, and excellent management skills, including planning and managing activities, providing advice and prioritising, monitoring and evaluating work performance and flow.

Other Information

Contract duration: 19 months (the first contract: 12 months)

Competitive VND salary depending on proven track record in meeting all the key selection criteria

Annual leave: 1 day per working month

Private Insurance

Free use of onsite sports and fitness facilities

Library on campus and online - access to RMIT Australia online library