Protocol Assistant

The Protocol Assistant will organize and provide administrative and logistical support for meetings and events at the ASEAN Secretariat. The role involves managing conference services, coordinating with desk officers, facilitating VIP arrivals and departures, and supporting the Conference Services, Protocol and Formalities Division.

Responsibilities

• Organize and provide administrative and logistical support for meetings and events held at the ASEAN Secretariat.
• Perform daily activities in organization of conferences, meetings, receptions and public events at the ASEAN Secretariat including seating arrangements, placement of flags, country name plates, backdrops, and testing of sound system and lighting.
• Maintain and update schedule/room booking database and provide information to desk officers regarding meeting and lunch/reception venues.
• Manage usage of meeting rooms at ASEAN Secretariat.
• Coordinate with desk officers of ASEC and/or other parties prior to, during and after events held at the ASEAN Secretariat.
• Store, organize and manage conference services amenities available at ASEC in an orderly manner.
• Facilitate the Secretary General, VIPs and dignitaries for arrival and departure through VIP Channel at Airport and clearance of immigration and customs.
• Perform other relevant duties as assigned by Senior Officer, Assistant Director, Director CAD and/or higher authorities of the ASEAN Secretariat.

Requirements

• At least High Diploma (D-III) of Office Administration, Communication, Diplomacy, International Relations, or a related discipline.
• At least two (2) years of experience performing events or protocol functions in government or regional/international organisation, Foreign Mission or multi-national company.
• Ability to communicate effectively with colleagues at all levels of the organisation and external clients of the organisation.
• Ability to operate as an effective team member and to support colleagues as required.
• Competent level of oral and written communication skills.
• Good command of English, written, and spoken.
• Competency in computer skills with adequate knowledge in Microsoft Office where relevant to the position.

Skills

• Event Coordination
• Protocol Functions
• Office Management
• Diplomatic Communication
• International Relations
• Meeting Organization
• Logistical Support
• Conference Services
• VIP Facilitation
• Microsoft Office Suite
• Oral Communication
• Written Communication

Languages

English