Senior Protocol & Events Manager (Navy HQ)

Pantheon Data LLC.; Washington (District of Columbia); Hybrid; USD 105,000 - 120,000; Full time

Benefits offered by this job

SmarTrip pre-tax

Tuition assistance

Job summary

Pantheon Data LLC is seeking an Events and Exhibitions Manager to plan and execute official ceremonies, observances, and trade show participation for a Navy headquarters organization at the Washington Navy Yard.

You will own events end to end, coordinating with senior leadership, facilities, security, vendors, and Navy counterparts to ensure flawless execution and adherence to protocol.

Qualifications

• Bachelor's degree in a related field and at least six years of relevant professional experience.
• Experience planning and executing formal ceremonies and official events in a military, government, or comparable institutional setting.
• Working knowledge of protocol: order of precedence, seating, flags and honors, invitations, and distinguished visitor handling.
• Demonstrated experience managing event budgets, including tracking expenditures and complying with applicable approval and funding requirements.
• Demonstrated experience sourcing and managing vendors across venue, catering, audiovisual, rental, and print services.
• Ability to manage several concurrent events at different stages without losing track of any of them.
• Strong customer service orientation and the composure to work directly with senior military and civilian leaders and their staffs.
• Sound judgment and the ability to adapt on short notice when a schedule, principal, or venue changes.
• Clear written communication suitable for invitations, programs, scripts, and correspondence to senior leadership.
• Proficiency with Microsoft 365, including Outlook, Word, Excel, SharePoint, and Teams.
• Ability to work onsite at the Washington Navy Yard, with occasional early, late, and weekend hours around events, and occasional travel within and outside the National Capital Region.
• Ability to work effectively remotely in cross-functional teams.
• Ability to meet deadlines and produce quality work.

Responsibilities

• Provide subject matter expertise across all aspects of protocol for command events and meetings, including conferences, award ceremonies, retirements, promotions, and changes of command.
• Conceptualize, plan, coordinate, and execute protocol for visits by high‑ranking U.S. and foreign dignitaries.
• Apply protocol standards correctly and consistently: order of precedence, seating, flags and honors, invitations and RSVP management, receiving lines, escort assignments, and gift protocol.
• Build and maintain the ceremony program, sequence of events, and script, and run rehearsals with participants.
• Coordinate with security, facilities, parking, and visitor access to ensure guests and distinguished visitors arrive and move without friction.
• Conceptualize, plan, coordinate, and execute all event‑planning activities for command events and meetings, including leadership off‑sites, all hands calls, and command observances.
• Provide customer service and event logistics support at the command and, as required, elsewhere in the National Capital Region.
• Manage event budgets with accuracy and documented compliance with applicable funding rules and approval thresholds.
• Source, contract, and manage vendors for venue, catering, audiovisual, furniture, rentals, and printing, and hold them to the schedule.
• Produce event documentation including run of show, invitations, programs, place cards, signage, and after‑action summaries.
• Serve as the command's agent for symposium and trade show participation, including booth design coordination, procurement of supporting products and services, and show execution.
• Coordinate all administrative matters associated with exposition planning and execution, including drayage, electrical, network connectivity, audiovisual support, and furniture.
• Register exhibitors and speakers and manage their requirements through the event.
• Support on‑site logistics from exhibit setup through the duration of the show and teardown.
• Maintain the forward event calendar and manage several events simultaneously, each on its own timeline and at a different stage.
• Build back from the event date to interim milestones, and surface slips early enough to fix them.
• Produce meeting minutes, decisions, and action items from event planning sessions.
• Coordinate with photography, videography, graphics, and social media staff so that each event is documented and the products are usable afterward.
• Capture lessons learned and maintain templates, checklists, and vendor records so the next event starts further along than the last one.

Skills

Protocol expertise

Event planning

Vendor coordination

Logistics management

Communication

Security coordination

Adaptability

Deadline-oriented

Clear invitations writing

Microsoft 365

Onsite coordination

Education

Bachelor's degree in a related field

Tools

Microsoft 365

Adobe Creative Cloud

Event management software

Job description

Pantheon Data LLC is seeking an Events and Exhibitions Manager to plan and execute official ceremonies, observances, and trade show participation for a Navy headquarters organization at the Washington Navy Yard.

You will own events end to end, coordinating with senior leadership, facilities, security, vendors, and Navy counterparts to ensure flawless execution and adherence to protocol.