PR/096217 | Head of Operation

Location
Hanoi, Vietnam

Company and Job Overview
A global event organisation delivering large-scale international conferences and exhibitions that connect senior stakeholders and drive industry-wide collaboration.

Job Responsibilities

• Lead the operational planning and execution of multiple exhibitions, conferences, and industry events from preparation stage through post-event evaluation.

• Oversee and develop the operations team, including permanent staff, contractors, and temporary resources, ensuring efficient workforce allocation across projects.

• Establish operational strategies, standards, and procedures to enhance event quality, consistency, and overall efficiency.

• Collaborate closely with senior leadership, internal departments, venue partners, and external stakeholders to achieve business and event objectives.

• Take ownership of supplier sourcing, tender management, contract negotiation, and service performance evaluation.

• Conduct venue assessments, operational feasibility reviews, and risk analysis for existing and future events.

• Manage event operations budgets, monitor expenditures, drive cost optimization initiatives, and contribute to profitability targets.

• Ensure procurement activities follow transparent and commercially effective practices while maintaining quality standards.

• Drive compliance with local health, safety, and risk management regulations, implementing required event safety processes and documentation.

• Direct all operational and logistical aspects of event delivery, including venue coordination, exhibition build-up and dismantling, security, freight, floor plans, production elements, contractor management, and attendee experience.

• Oversee sponsorship fulfillment and coordinate with commercial teams to ensure agreed deliverables are executed successfully.

• Monitor project timelines, milestones, and deliverables to ensure projects remain on schedule and within scope.

• Support the creation of exhibitor guidelines, operational manuals, and event-related communications.

• Identify innovative solutions, technologies, and operational improvements that enhance event quality while controlling costs.

• Lead regular planning meetings with stakeholders and suppliers, ensuring clear communication and timely follow-up on action items.

• Review event outcomes, measure operational performance, and implement continuous improvement initiatives for future projects.

Job Requirements

• Minimum 6 years of experience in operations management for large-scale exhibitions, trade shows, conferences, or related events.

• Strong understanding of event operations, logistics management, and health & safety practices.

• Proven track record in budget ownership, cost control, commercial negotiations, and delivering projects within financial targets.

• Solid experience in vendor management, procurement processes, tendering activities, and contract administration.

• Demonstrated leadership experience with the ability to build, coach, and manage high-performing teams.

• Strong stakeholder management skills with confidence engaging senior executives, industry partners, and external organizations.

• Excellent organizational skills with the ability to manage multiple projects simultaneously in a fast-paced environment.

• Strong analytical thinking, problem-solving capability, and attention to detail.

• Ability to remain composed under pressure and adapt quickly to changing business needs.

• Effective presentation, communication, and interpersonal skills.

• Proficiency in Microsoft Office applications, including Excel, PowerPoint, Word, and Outlook.

• Fluent communication skills in both Vietnamese and English.

• Experience with project management platforms such as Monday.com or Smartsheet is advantageous.

• Professional certification related to occupational health and safety is preferred.

• Familiarity with AutoCAD or similar design software would be an advantage