Events and Protocol Coordinator

REPORTS TO: Senior Manager Events and Community Relations

SUPERVISES: N/A

AUTHORITIES / RESPONSIBILITIES:

Event Planning

• Plan, organize, coordinate, promote, assist in the execution all official events for Austal USA including, but not limited to: Christening Dinners, Christening Ceremonies, Keel Laying Ceremonies, Open House, internal meetings and facility tours and any special event as directed.
• Can support large scale events (over 1,000 attendees) to include invitations, tracking responses, and liaison with US Navy, Congressional and Business leadership during the organization and execution of these events.
• Have excellent working relationships with all vendors.
• Maintain annual calendar of scheduled events.
• Maintain annual events budget and invoice tracking.
• Provide meeting and event management support to include site selection and vendor negotiations; event set-up and design; budget estimating and tracking/reporting registration; coordination with guest speakers and coordination of travel requirements; all necessary on-site meeting administration and logistics. Coordinate any required audio-visual support; creation of any needed information packages; maintenance of vendor, site, contract and attendee databases as well as follow-up surveys after each major event to obtain feedback to enhance and continuously improve service.
• Develop knowledge and working proficiency in MS Office 365, Canva, Swoogo, Smartsheets and other business development programs.
• Support all emergent Business Development activities as required.
• Provide other administrative support as required.
  • Maintain annual calendars for the Growth Team
  • Manage and track community relations requests
  • Support Growth Team efforts including invoice submission and budget tracking
  • Build and edit presentation decks for visits and meetings
  • Manage all visitor request form submission and execution for tours, visits and events
  • Manage and track status of event planning tasks
  • Manage and track RSVP lists
  • Other responsibilities and duties assigned

Protocol

• Serve as an expert on Protocol matters when dealing with Congressional, US Navy and local government leadership.
• Provide protocol guidance and direction to Austal executives, employees and committees.
• Serve as the liaison with US Navy for all protocol issues.
• Provide distinguished visitor support to include scheduling, planning, coordinating activities of international and domestic distinguished/VIP visitors; provide research on customs, culture and courtesies; coordinate with appropriate ministry or government agency counterparts, arrange for all logistics and meeting support requirements, where appropriate identify and coordinate appropriate DoD regulation compliant gifts.
• Support all official tours of Austal USA.
• Provide services necessary to Austal to support management of communications through conferences, executive and programmatic meetings, protocol and distinguished visitor events.

QUALIFICATIONS / KNOWLEDGE / EXPERIENCE:

• Bachelor’s degree or equivalent experience.
• Two years of work experience in managing protocol activities, office management, public relations, or managing executive services.
• Knowledge of public policy formulation and implementation processes.
• Knowledge of and skill in research methods and data analysis.
• Ability to exercise judgment in appraising and analyzing situations and making sound decisions.
• Working knowledge of state and local statutes, laws and regulations governing the execution of public events, as well as ethics and lobbying laws and issues.
• Ability to work independently and be a self-starter; excellent oral and written communications skills; demonstrated experience working in a team environment.
• Proficient in MS Office products (Word, Excel, PowerPoint, etc.).
• Ability to work in a fast-paced dynamic environment and be adaptive to change as required.
• Demonstrated project and time management skills.
• Strong sense of ownership.
• Ability to work extended hours.
• Ability to travel.

TOOLS: N/A

DISCRETION EXERCISED:

• Be able to prioritize meetings, conferences and promotional activities in order to maximize a return on investment for the company.

LIAISES WITH: 

• United States Navy Protocol offices
• All levels of Austal organization
• Vendors; media; and the general public

ADDITIONAL GUIDELINES:

Candidates must meet the following employment eligibility guidelines to be considered for employment with Austal USA:

• 18 years of age or older at time of application
• Able to provide proof of US Person Status
• No felony convictions of Theft/Deception or Violent crimes within seven years from disposition date
• No felony convictions of Drug crimes within three years from disposition date
• Willing to submit to a drug screen
• Willing to submit to a background check

Equal Employment Commitment

Any qualified individual with a disability who is having difficulty in completing an application because of incompatible technology or other disability-related application issues may contact us at the following phone number for assistance: 251-445-1932.

Austal’s commitment to equal employment opportunity applies at all levels of employment, in all job titles, including the executive level, and to all employment actions, including but not limited to decisions concerning recruitment, hiring, training, and promotion.