Protocol Administrative Assistant

PCI Federal; Huntsville (AL); On-site; USD 65,000 - 90,000; Full time

Job summary

PCI Federal is seeking an experienced Protocol Administrative Assistant to join our team in Huntsville. This onsite role reports to the Program Manager and focuses on high-level event planning, protocol support, and coordination with DoD standards.

The ideal candidate will manage retirement ceremonies, brief leadership on operations, and ensure flawless execution of official visits with distinguished participants.

Qualifications

• 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.

Responsibilities

• Plan and execute official retirement ceremonies, receptions, conferences, and visits.
• Create and brief slides for leadership on upcoming visits and events.
• Provide protocol support for meetings with directors and senior officials.
• Ensure smooth execution and professionalism for high-level events.
• Coordinate protocol support with multiple departments and agencies.

Skills

Protocol experience

Communication skills

Microsoft Office

Security clearance: Secret

Education

HS diploma + 2 years college

Tools

Outlook

Excel

Word

PowerPoint

Teams

Job description

H2PCI is seeking an experienced Protocol Administrative Assistant to join our team in Huntsville! This position is onsite 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 cust omer 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 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.
• Expert in Microsoft Office products including Outlook, Excel, Word, TEAMs, and PowerPoint.
• Excellent communication skills to include phone, office etiquette, and written skills.
• Security Clearance requirements: Secret, must have and maintain
• 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.