Protocol Administrative Assistant

PCI Productions LLC•Fort Greely, AK

10d•$75,000 - $85,000•Onsite

About The Position

The Protocol Administrative Assistant is an onsite position responsible for planning and executing official retirement ceremonies, receptions, MDA conferences, office calls, international and state visits. This role involves providing protocol support for Director & Senior official related meetings, office calls, and special visits with distinguished visitors, ensuring smooth execution and professionalism for high-level events. The position requires collaboration with various departments, exceptional customer service, training protocol staff, acting as a subject matter expert, and evaluating protocol activities against goals, budgets, and DoD regulations. Additionally, it involves preparing for high-level meetings, providing guidance on protocol standards, and communicating with management, contractors, vendors, and external organizations.

Requirements

HS diploma or equivalent plus 2 years completed college courses and 4 years relevant protocol experience
Acceptable substitute: 7 years of relevant protocol experience supporting the Federal Government or DOD
4 years’ experience planning, coordinating, executing, and providing logistical support for conferences, meetings, ceremonies, official events, and command sponsored functions
4 years’ experience and knowledge of military regulations, military customs and courtesies.
4 years’ experience managing and coordinating government protocol events which may include scheduling venues, parking coordination, transportation, accommodating distinguished visitors, and coordinating audio/video requirements.
Must have and maintain an active DoD Secret clearance
Expert in Microsoft Office products including Outlook, Excel, Word, TEAMs, and PowerPoint.
Excellent communication skills to include phone, office etiquette, and written skills.
Expert in training and advising junior Protocol administrative assistants on all matters pertaining protocol support provided to the Agency.
Expert in government property regulations and systems.
Expert developing, maintaining and coordinating administrative and event schedules.
Expert developing protocol products such as briefing papers, scripts, invitations, itineraries and other forms of written communication.
Expert in Controlled Unclassified Information (CUI), and Classified information handling programs and procedures.

Nice To Haves

Prior military experience

Responsibilities

Planning and executing official retirement ceremonies, receptions, MDA conferences, office calls, international and state visits.
Creating and briefing IPR slides for the Director and team members to communicate operations and expectations for upcoming visits and events.
Providing protocol support and duties for any Director & Senior official related meetings, office calls and special visits with distinguished visitors.
Ensuring smooth execution and proper professionalism for high-level events and engagements throughout the agency.
Collaborating with a variety of departments in the agency to coordinate protocol support for lower-level tiered obligations.
Providing exceptional customer service and hospitality to all MDA personnel and distinguished visitors.
Training protocol staff and colleagues on proper protocol policies and best practices.
Acting as a subject matter for all protocol related functions and duties.
Evaluating protocol activities considering goals, budgets and ensuring activities followed DoD regulations.
Preparing high-level meetings and distinguished visits with the proper meeting materials, such as name tents, seating chart arrangements, order of precedence and any additional protocol support needed.
Providing guidance for senior officials on order of precedence, diplomatic etiquette and ceremonial practices with U.S. government and international protocol standards.
Communicating with management officials, contractors, vendors and external organizations to facilitate agency-related event coordination.