Protocol Administrative Assistant

PCI Productions, LLC; Alaska; On-site; USD 60,000 - 90,000; Full time

Job summary

PCI Productions, LLC seeks an onsite Protocol Administrative Assistant to support planning and execution of official retirement ceremonies, conferences, and elite visits. You will prepare briefing materials, brief the Director and team, and ensure adherence to DoD regulations and diplomatic etiquette.

The role requires strong MS Office skills, excellent communication, and the ability to coordinate across departments while maintaining exceptional hospitality for personnel and distinguished

Qualifications

• HS diploma and 2 years college with 4 years protocol experience.
• Active DoD Secret clearance preferred/required.
• Strong Microsoft Office and briefing materials experience.
• Proven ability to plan, coordinate and execute high‑level events.

Responsibilities

• Plan and execute retirement ceremonies, conferences and official visits.
• Create briefing slides for Director and team members.
• Provide protocol support for meetings with distinguished visitors.
• Coordinate logistics, seating, materials and order of precedence.
• Guide senior officials on diplomatic etiquette and DoD standards.
• Collaborate across departments to ensure flawless event delivery.
• Train protocol staff and advise on best practices.
• Maintain customer service and hospitality for personnel and guests.

Skills

DoD clearance

MS Office

Communication

Event coordination

Education

HS diploma + 2 years college

7 years gov/protocol experience

Tools

Microsoft Outlook

Excel

PowerPoint

Teams

Job description

The Protocol Administrative Assistant is an onsite position and reports to the Program Manager.

Job Responsibilities

• Responsible for planning and executing 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.
• Responsible for providing protocol support and duties for any 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 a variety of departments in the agency 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 ensuring activities followed DoD regulations.
• Prepare 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.
• Responsible for providing guidance for senior officials on order of precedence, diplomatic etiquette and ceremonial practices with U.S. government and international protocol standards.
• Communicate with management officials, contractors, vendors and external organizations to facilitate agency-related event coordination.

Job 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.
• Preferred: prior military experience

PCI Federal Services (PCIFS) and its subsidiaries is an equal-opportunity employer. PCIFS does not discriminate on the basis of age, sex, race, national origin, religion, marital status, sexual orientation or identity, Veterans or Disability status. Preference may be extended to qualified Native American Indian candidates in accordance with applicable federal law.