Protocol Administrative Assistant

Huntsville, AL, USA|

Job Overview

Compensation

Salary

Range $70,000.00 - $85,000.00

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Training and Development

Equal opportunity employer

diversity and inclusion

Job Description

PCI Federal Services (PCIFS) is a respected government service contractor specializing in providing operational and administrative support to federal agencies, predominantly within the Department of Defense (DoD) framework. PCIFS and its subsidiaries are known for their commitment to excellence, diversity, and equality in the workforce. The company prides itself on fostering a professional environment where employees can contribute to governmental missions with high integrity and dedication. PCIFS is an equal opportunity employer that promotes inclusivity and does not discriminate based on age, sex, race, national origin, religion, marital status, sexual orientation or identity, Veterans status, or disability. Preference may be extended to qualified Native American Indian candidates in accordance with applicable federal law. As a significant player in the federal services sector, PCIFS focuses on delivering seamless protocol and administrative support, ensuring that federal officials and distinguished visitors receive exemplary service in all engagements and official events.

The Protocol Specialist role at PCI Federal Services offers a dynamic and pivotal position responsible for planning, coordinating, and executing a wide array of official ceremonies, receptions, conferences, office calls, and visits at both the national and international levels. This role demands a high caliber of professionalism and attention to detail to ensure that all protocol-related activities adhere to DoD regulations and standards. The specialist serves as the subject matter expert on protocol-related functions and duties and works closely with agency management officials, contractors, vendors, and external organizations. Key responsibilities include preparing briefing materials such as Intelligence Preparation of the Reconnaissance (IPR) slides to support senior leadership and team communications, arranging seating, name tents, and ceremonial orders for high-level meetings, and advising senior officials on diplomatic etiquette and order of precedence with respect to U.S. government and international standards. The role is not only about event execution but also about mentoring and training junior protocol staff, thus playing a critical role in maintaining the agency's protocol standards. The ideal candidate will bring expert knowledge of military regulations, customs, and courtesies, and undertake the administrative and logistical oversight necessary for successful government protocol events. This position requires a Secret security clearance and offers an opportunity to contribute meaningfully to the efficiency and professionalism of federal government protocol operations.

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
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

Job 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
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
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

Job Duties

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 and 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 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