The Head of Operation role, based in Hanoi, leads the planning and delivery of large-scale exhibitions, conferences, and industry events from initial preparation through post-event evaluation. The position plays a key part in managing event operations, teams, suppliers, budgets, safety, and logistics while strengthening event quality, commercial performance, and the attendee experience.
Responsibilities
Lead the operational planning and execution of multiple exhibitions, conferences, and industry events from the 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 analyses for existing and future events
Manage event operations budgets, monitor expenditure, drive cost optimisation 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 the attendee experience
Oversee sponsorship fulfilment 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
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 and 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 organisations
Excellent organisational 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 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
About the company
A global company in the events industry delivers large-scale international conferences and exhibitions. Its events connect senior stakeholders and support industry-wide collaboration.