Senior Coordinator (Protocol and Conference Services)

The Senior Coordinator will coordinate the day-to-day operations of the Protocol and Conference Services Branch at NATO's SHAPE headquarters, managing administrative processes and supporting the planning and execution of high-level meetings, conferences, and VIP engagements. The role requires strong organizational, coordination, and stakeholder-management skills, working closely with military and civilian partners across NATO and member nations.

Responsibilities

• Serve as the principal coordination officer for the Protocol and Conference Services Branch, ensuring effective support to SHAPE leadership, senior staff, and official visitors.
• Plan, coordinate, and oversee high-level conferences, meetings, ceremonies, and VIP visits, both at SHAPE and at external locations, ensuring successful delivery of all protocol requirements.
• Provide expert advice on military, diplomatic, and organizational protocol matters, guiding senior leaders and staff on policy, precedence, and best practices.
• Manage branch operations and administration, including task management, workflow coordination, scheduling, reporting, and staff support activities.
• Coordinate with NATO headquarters, military commands, government agencies, and external stakeholders to ensure seamless planning and execution of official engagements and visit programmes.
• Develop, implement, and improve protocol and conference service policies, procedures, and business processes across Allied Command Operations (ACO).
• Manage protocol-related resources and budgets, including hospitality funds, conference support requirements, contracts, and relationships with service providers and venues.
• Act as deputy to the Head of Protocol and Conference Services, representing the branch when required and contributing to staff training and professional development initiatives.
• Undertake deployments in support of military operations and exercises, and/or TDY assignments, both within and without NATO boundaries up to 180 days.
• Perform other related duties as directed, including acting as an action officer for visits and local off-site events.

Requirements

• Experience in international military and/or civilian customs, courtesies, rules of etiquette and protocol.
• Experience in dealing with very senior officers and civilian officials.
• Experience managing and scheduling complex programs, events, major ceremonies, and conferences.
• Excellent organizational and communication skills.
• University Degree and 4 years post related experience, or Higher Secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation with 7 years post related experience.
• English - SLP 3333 - (Listening, Speaking, Reading and Writing)
• French - SLP 2222 - (Listening, Speaking, Reading and Writing)
• Administrative experience in a military headquarters and/or international organization (desirable).
• Familiarity with NATO military structure (desirable).

Skills

• International Protocol
• Military Customs
• Civilian Etiquette
• Event Management
• Conference Planning
• Ceremony Coordination
• Program Scheduling
• Stakeholder Management
• Administrative Coordination
• Military Headquarters Operations
• NATO Structure Familiarity
• Communications Skills
• Organizational Skills
• VIP Engagement Management

Languages

English, French