Staff Assistant (Protocol)

The Staff Assistant in the Protocol Branch is responsible for planning, coordinating, and executing protocol functions including VIP visits, official ceremonies, and events at HQ SACT. The role involves managing logistics, advising on diplomatic formalities, and supporting protocol events within and beyond NATO boundaries.

Responsibilities

• Supports planning, organization and conduct of Protocol level visits including scheduling and coordination of all aspects such as airport welcome, transportation, security, accommodation, escort officers, luncheons, ship tours, and spouse programs.
• Advises on matters related to customs and regulations governing diplomatic formality, precedence and etiquette.
• Acts as Project Officer responsible for planning, organizing and conducting events and ceremonies including logistics such as transportation, accommodation, refreshments, band support, and security.
• Supports coordination of visits and other protocol events and assists in managing the HQ Visits and Events Calendar.
• Supports HQ SACT Protocol events conducted within and beyond NATO boundaries.
• Coordinates training within the Branch.
• Coordinates and conducts HQ SACT Newcomers Briefings.
• Supports maintenance of the Protocol web-page including historical DV Database.

Requirements

• Higher Secondary education and completed higher vocational training leading to a formal technical or professional certification with 3 years function related experience, or Secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation with 5 years post related experience.
• Experience in protocol, event coordination, executive support, visitor management or administrative coordination (2-3 years).
• Proven ability to work with event software (such as CVENT), Microsoft suite, and event technology.
• Proven ability of management of competing priorities in a high pace and high stress environment.
• Experience working for or with senior leaders in conduct of VIP visits, meetings and official events.
• Experience working in a multinational and multicultural environment.
• English – SLP 3322 - (Listening, Speaking, Reading and Writing).
• Desirable: Experience working in a military, governmental, or international organization environment.
• Ability to work independently, proactively, resourceful, and requires little supervision.
• Ability to stay calm, tactful, and problem solve under high-pressure situations using diplomacy.
• Ability to work outside normal hours to include evenings mornings weekends often on short notice.

Skills

• Protocol Management
• Event Coordination
• Executive Support
• Visitor Management
• Administrative Coordination
• Cvent
• Microsoft Office Suite
• Event Technology
• Priority Management
• VIP Visit Coordination
• Multinational Experience
• Multicultural Environment Experience
• Diplomatic Protocols
• Logistics Management
• Official Ceremony Planning
• High Pressure Problem Solving
• Military Environment Experience
• Governmental Environment Experience
• International Organization Experience

Languages

English, French