Protocol and Events Management Assistant — Sydney
Position Grade: LE-7 (Starting salary A$58,260 p.a.)
Duties and Responsibilities
Basic Function of the Position
The Management Assistant carries out projects and assignments given by the Management Officer and provides support to the Front Office. Projects include arranging receptions, dinners and other representational events at the Consul General’s Residence (CGR) as well as planning and coordinating the annual 4th of July gala. Assignments include managing the contact database, researching matters of protocol and compiling the Weekly Activity Report for the Management section. The Management Assistant needs to work independently, with minimal oversight, and must have excellent writing skills.
Major Duties and Responsibiilties
Organize Representational Events at the CGR and at outside venues. Duties include advising the Consul General on appropriate guests, sending out invitations and managing RSVPs, coordinating menus, drafting scenarios, developing budgets for the event, and greeting high-level contacts upon arrival for a range of functions such as ship visits, cultural dinners and luncheons, charity functions, and section functions. Large events have involved anywhere from 350-1200 invited guests and budgets ranging from as little as US$1,000 up to US$120,000. Specifically, fill the role of control officer for the annual 4th of July gala in Sydney. In addition to other representational duties, the 4th requires writing solicitations to sponsors, following up with sponsors, significant logistical management, and decisions on decorations, entertainment, catering, beverages, etc.
Serve as Sydney’s point of contact on all Protocol matters. Research issues related to protocol and etiquette, and — in coordination with the Information Management (IM) team — maintain and train new officers on how to use the contact database.
Manage the Consulate-wide Contact Database with over 6,500 contacts. Maintain data integrity, decide and implement data standards, manage data categorization and levels of access of users, develop training materials, and train new users who have access to the system. Ensure the accuracy of contact information by corresponding with DFAT and other Missions by diplomatic note, searching the internet research, and maintaining contact with a broad range of front offices. (Note: This is a complex task that was formerly under the province of ISC.)
Manage with minimal oversight several recurring important Management Section functions:
- Maintain and update the Management portion of the Emergency Action Plan (EAP) and consulate Duty Program.
- Draft Management notices, weekly e-news bulletins and letters on behalf of the Management Officer.
- Compile the Weekly Activity Report for the Management section.
- Plan the quarterly consulate Awards Ceremonies.
- Design, research and keep up-to-date Sydney’s “Welcome Kit” for TDYers and VIP visitors.
- Manage the Consulate’s holiday gratuity giving to include drafting the budget, sourcing and purchasing gifts with GSO asst, recommending gifts for specific contacts, packaging and organizing the delivery. The total cost of gratuities is $3,000-4,000 for approx. 200 gifts.
Provide support for VIP visits by arranging dinners and tourist excursions, drafting schedules, setting up meetings, staffing the control room and working with GSO to provide other logistical facilitation.
Backup to the Front Office OMS, providing cover as required in the absence of the OMS with duties to include: screening calls and receiving Front Office visitors, general preparation of unclassified documents for the Front Office, travel arrangements for Consul General. The Management Assistant must coordinate leave plans with the OMS.
The Management Assistant may be called on occasionally to carry out other duties as required.
Selection Criteria
All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.
- A university degree in Business, Marketing/Communications, Politics, Liberal Arts or Social Sciences is required.
- Three years of progressively responsible administrative or protocol related work experience is required.
- Level 4 (Fluent) speaking/written English is required. This will be tested.
- Specific knowledge of protocol standards and etiquette as practiced in Australian society and the diplomatic community, including knowledge of Australia’s federal, state and local government structure, as well as knowledge of local customs and culture: city events, activities, restaurants, transport options, local amenities, banking services is required. This will be tested.
- Highly developed communication skills together with advanced problem solving and project management skills are required to meet different project deadlines and produce results under various degrees of pressure.
- Excellent writing skills and an eye for detail together with advanced computer skills for Microsoft Word, Excel and advanced knowledge of database systems is required. This will be tested.
Note: All ordinarily resident applicants must be residing in country and have the required work and/or residency permits to be eligible for consideration.
The deadline for applications is 1 August 2008
The U.S. Mission in Australia provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.
U.S. Mission Australia maintains a drug-free work environment.
Last update: Thursday, 17 July 2008 GMT+1000
