Protocol Administrative Assistant

About the role

This onsite position in Huntsville reports to the Program Manager and provides comprehensive protocol support for high-level events, meetings, and distinguished visits within the agency.

Responsibilities

• Plan and execute official retirement ceremonies, receptions, MDA conferences, office calls, international and state visits.
• Create and brief IPR slides for the Director and team members to communicate operations and expectations for upcoming visits and events.
• Provide protocol support and duties for Director & Senior official related meetings, office calls, and special visits with distinguished visitors.
• Ensure smooth execution and proper professionalism for high-level events and engagements throughout the agency.
• Collaborate with various agency departments to coordinate protocol support for lower-level tiered obligations.
• Provide exceptional customer service and hospitality to all MDA personnel and distinguished visitors.
• Train protocol staff and colleagues on proper protocol policies and best practices.
• Act as a subject matter expert for all protocol-related functions and duties.
• Evaluate protocol activities considering goals, budgets, and compliance with DoD regulations.
• Prepare high-level meetings and distinguished visits with proper meeting materials, such as name tents, seating charts, order of precedence, and additional protocol support.
• Provide guidance for senior officials on order of precedence, diplomatic etiquette, and ceremonial practices following U.S. government and international protocol standards.
• Communicate with management officials, contractors, vendors, and external organizations to facilitate agency-related event coordination.

Requirements

• HS diploma or equivalent plus 2 years of completed college courses and 4 years of 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, including scheduling venues, parking coordination, transportation, accommodating distinguished visitors, and coordinating audio/video requirements.
• Expert proficiency in Microsoft Office products including Outlook, Excel, Word, Teams, and PowerPoint.
• Excellent communication skills, including phone, office etiquette, and written communication.
• Active Secret security clearance, must have and maintain.
• Expertise in training and advising junior Protocol administrative assistants on all matters pertaining to protocol support provided to the Agency.
• Expert knowledge of government property regulations and systems.
• Expertise in developing, maintaining, and coordinating administrative and event schedules.
• Expertise in developing protocol products such as briefing papers, scripts, invitations, itineraries, and other forms of written communication.
• Expert knowledge of Controlled Unclassified Information (CUI) and classified information handling programs and procedures.

Preferred: Prior military experience.