Staff Assistant (Protocol)

Job Description - Staff Assistant (Protocol) (261083)

Staff Assistant (Protocol)-261083

Primary Location

United States of America-Norfolk

NATO Body

Headquarters Supreme Allied Commander Transformation (HQ SACT)

Schedule

Full-time

Application Deadline

14-Jul-2026, 3:29:00 AM

Salary (Pay Basis)

: 6,990.61US Dollar (USD) Monthly

Grade NATO Grade G12

Description

:

Post Context

ACT contributes to preserving the peace, security and territorial integrity of Alliance member states by leading, at Strategic Command level, Warfare Development required to enhance NATO's posture, military structures, forces, capabilities and doctrines.

The Protocol Branch manages all Protocol functions for HQ SACT. Plans, coordinates and executes all Protocol aspects of VIP visits to HQ SACT and HQ SACT sponsored VIP visits. Plans, coordinates and executes NATO and other official ceremonies within and outside HQ SACT

Staff Assistant assigned to the Protocol Branch is responsible for events, seminars and conferences, and as program manager for Protocol support functions including co-ordination of all arrangements for VIP visits and ceremonies.

Principal Duties:

• Supports planning, organization and conduct of Protocol level visits. (S)He is responsible for preparing the schedule of the events and deal with all the aspects of the visit such as welcome at Norfolk International Airport / US Naval Base Airport, transportation on base, Security, accommodation in the area, Escort Officers, luncheons, ship tours, spouse' program.
• Advises on matters related to the customs and regulations governing diplomatic formality, precedence and etiquette.
• Acts as Project Officer, responsible for planning, organizing and conducting events/ceremonies. (S)He is also responsible coordinating the logistic aspects related to the ceremony (transportation on base, accommodation in the area, refreshments, Band support, Security etc.).
• Supports the coordination of Visits and other Protocol events and the assists in managing the HQ Visits and Events Calendar.
• Supports HQ SACT Protocol events conducted within and beyond NATO boundaries.
• Coordinates the training within the Branch.
• Coordinates and conducts HQ SACT Newcomers Briefings.
• Supports the maintenance of the Protocol web-page such as historical DV Database.

Essential Qualifications / Experience:

• 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.

Language:

English - SLP 3322 - (Listening, Speaking, Reading and Writing)

Desirable Qualifications / Experience:

• Experience working in a military, governmental, or international organization environment.
• French language

Attributes/Competencies:

Personal Attributes:

• The work associated with this post requires a high level of tact and diplomacy as well as very good communication (both verbally and in writing) and excellent organization skills. Additionally, it requires:
• Strong organizational, communication, and interpersonal skills.
• 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

Managerial Responsibilities:

Post holder has control over daily work priorities; does not have any subordinates but will regularly have to lead and manage teams drawn together to support events/visits. Involved in a wide range of planning activities for a complex program of visits and events

Professional Contacts:

The incumbent must develop and maintain professional contacts across the Command and externally on functional matters - this will involve committing other parts of the organization to a set program.

Contribution To Objectives:

HQ SACT is a Strategic Command with a very heavy program of internal and external engagements. Protocol is at the leading edge of SACT's external and internal communications strategy. Any shortfall in this area would rapidly undermine SACT's key objectives. Post holder has control over daily work priorities.

Security Clearance

The successful applicant will be required to apply for and receive a NATO SECRET Security Clearance prior to final confirmation of contract and commencement of employment.

Contract

Serving NATO International Civilian staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations. Newly recruited staff will be offered a three year definite duration contract.

Notes for Candidates

The HQ SACT web site gives full details on the eligibility criteria and application processes to be adopted by all candidates. However, candidates should particularly note:

Please answer each of the pre-screening questions completely in English. Expressions such as: "please see attached CV, please see annex, please see enclosed document, etc" are not acceptable; this is a cause of immediate rejection of the application.

Particular attention should be given to Education and Experience section of your application form, which should be populated with details of your career to date and educational achievements and certifications as they relate to your application.

The candidature of NATO redundant staff at grade G12 will be considered with priority.

NATO will not accept any phase of the recruitment and selection prepared, in whole or in part, by means of generative artificial-intelligence (AI) tools, including and without limitation to chatbots, such as Chat Generative Pre-trained Transformer (Chat GPT), or other language generating tools. NATO reserves the right to screen applications to identify the use of such tools. All applications prepared, in whole or in part, by means of such generative or creative AI applications may be rejected without further consideration at NATO's sole discretion, and NATO reserves the right to take further steps in such cases as appropriate.

NATO is committed to diversity and inclusion, and strives to provide equal access to employment, advancement and retention, independent of gender, age, nationality, ethnic origin, religion or belief, cultural background, sexual orientation, and disability. NATO welcomes applications of nationals from all member Nations, and strongly encourages women to apply.

This vacancy will close on 13 July 2026 @ 17:59hrs (EDT)/11:59hrs (CEST).