0001 - Protocol Specialist

Alakaʻi Services and Poe'hana Group, Inc.; Elizabeth City (NC); On-site; USD 70,000 - 90,000; Full time

Job summary

Alakaʻi Services and Poe'hana Group, Inc. seeks a Protocol Specialist to coordinate DV visits, official ceremonies, and executive engagements for the USCG.

You will serve as the primary point of contact for protocol activities and support senior Government leadership with planning, coordination, and follow-up of events. The role requires handling travel, accommodations, briefing materials, and stakeholder communications while ensuring adherence to Coast Guard policies and military customs.

Qualifications

• Associate's Degree required; Bachelor's Degree preferred.
• 5+ years experience in protocol operations or executive support.
• Experience with Federal Government, DoD, DHS, USCG, or military organizations preferred.
• Experience coordinating executive schedules, meetings, conferences, ceremonies, or visits.
• Excellent written and verbal communication skills.
• Strong organizational and stakeholder coordination skills.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Coordinate DV, VIP, Flag Officer, SES, and senior official visits.
• Plan, organize, and support ceremonies, conferences, meetings, and events.
• Develop and maintain executive schedules, timelines, and protocol calendars.
• Coordinate travel arrangements, itineraries, lodging, transportation, and visitor logistics.
• Prepare briefing materials, event packages, biographies, seating charts, agendas, and protocol documentation.
• Coordinate with internal and external stakeholders to facilitate visits and events.
• Track action items and ensure timely completion of protocol requirements.
• Provide executive administrative support to Government leadership as required.
• Support meeting planning, conference coordination, and event execution activities.
• Maintain records, correspondence, schedules, and administrative documentation.
• Ensure protocol activities follow Coast Guard policies and military customs.
• Provide professional customer service and stakeholder engagement support.

Skills

Communication

Organization

Stakeholder coordination

Executive support

Travel planning

Education

Associate's Degree

Bachelor's Degree

Tools

MS Office

SharePoint

Teams

Calendar tools

Travel coordination tools

Job description

Job Description

Provide protocol, administrative, and executive support services in support of the United States Coast Guard (USCG) Office of Aviation Forces (CG-AIR), Aviation Logistics Center (ALC), Aviation Projects Acquisition Center (APAC), and associated Coast Guard organizations. Serve as the primary coordinator for protocol activities, distinguished visitor (DV) engagements, official visits, ceremonies, meetings, conferences, and executive-level administrative support functions.

The Protocol Specialist (Key Personnel) serves as the primary point of contact for protocol-related activities and provides professional support to senior Government leadership, ensuring the successful planning, coordination, execution, and follow-up of official events and stakeholder engagements.

Key Responsibilities

• Coordinate distinguished visitor (DV), VIP, Flag Officer, Senior Executive Service (SES), and senior Government official visits
• Plan, organize, and support official ceremonies, conferences, meetings, and special events
• Develop and maintain executive schedules, event timelines, and protocol calendars
• Coordinate travel arrangements, itineraries, lodging, transportation, and visitor logistics
• Prepare briefing materials, event packages, welcome materials, biographies, seating charts, agendas, and protocol documentation
• Coordinate with internal and external stakeholders to facilitate official visits and special events
• Track action items and ensure timely completion of protocol-related requirements
• Provide executive-level administrative support to Government leadership as required
• Support meeting planning, conference coordination, and event execution activities
• Maintain records, correspondence, schedules, and administrative documentation associated with protocol operations
• Ensure protocol activities are conducted in accordance with Coast Guard policies, military customs and courtesies, and established Government procedures
• Provide professional customer service and stakeholder engagement support

Qualifications

• Associate's Degree required; Bachelor's Degree preferred
• Minimum five (5) years of experience supporting protocol operations, executive administration, event coordination, command-level administration, or senior leadership support
• Experience supporting Federal Government, Department of Defense (DoD), Department of Homeland Security (DHS), United States Coast Guard (USCG), or military organizations preferred
• Demonstrated experience coordinating executive schedules, meetings, conferences, ceremonies, or official visits
• Excellent written and verbal communication skills
• Strong organizational, time management, and stakeholder coordination skills
• Ability to manage multiple priorities in a fast-paced operational environment

Required Systems, Tools, and Framework Experience

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams)
• Microsoft SharePoint
• Microsoft Teams and virtual meeting platforms
• Electronic records management and document control systems
• Calendar management and scheduling tools
• Travel coordination and itinerary management tools
• Government correspondence and administrative tracking systems
• Event planning and project coordination tools

Required Specialized Experience

• Distinguished Visitor (DV), VIP, Flag Officer, General Officer, SES, or senior executive support
• Official visit planning and coordination
• Ceremony, conference, and special event management
• Executive scheduling and calendar management
• Stakeholder engagement and interagency coordination
• Travel planning, transportation coordination, and visitor management
• Administrative support within military, Federal civilian, DHS, USCG, or DoD environments
• Knowledge of military customs, courtesies, protocol procedures, and official event coordination
• Experience preparing executive correspondence, briefing materials, agendas, biographies, seating charts, and protocol packages
• Experience supporting senior leadership in operational, headquarters, command, or enterprise-level organizations preferred

Equal Opportunity Employer Statement

We are an Equal Opportunity Employer and strive to provide equal employment opportunity to all applicants and staff in accordance with sound employee relations practices and federal and state laws. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, marital status, ancestry, genetic information, pregnancy status, or any other characteristic protected by law.