Command Protocol and Communications Specialist (6371)
Location Elizabeth City, NC
Job Code 6371
# of Openings 1
Apply Now (https://phg.tbe.taleo.net/phg01/ats/careers/v2/applyRequisition?org=GATEWAYVENT&cws=55&rid=6371)
OLH Technical Services, a subsidiary of Three Saints Bay, LLC, and a Federal Government Contractor industry leader, is seeking a Command Protocol and Communications Specialist in Elizabeth City, NC.
Command Protocol and Communications Specialist Overview: The Command Protocol and Communications Specialist provides senior-level support to the ALC Command and CG AIR Staff, with expanded operational support as directed to Base Elizabeth City, the APAC, ATTC, Air Station Elizabeth City, and the National Strike Force. The position executes military protocol, executive communications, technical writing, meeting facilitation, and compliant records management. A core function includes delivering high-profile Distinguished Visitor (DV) support for official delegations, including Congressional staff, USCG Flag Officers, DHS and DoW personnel, senior Government officials, civic organizations, educational institutions, government agencies, and newly onboarded personnel.
Areas of Responsibility
Protocol, Ceremony, and Official Event Support
- Ceremony & Event Coordination: Plan, coordinate, document, and execute ALC and command-sponsored ceremonies and engagements, including changes of command, retirements, recognition and award ceremonies, official visits, and senior leader engagements. Serve as a principal lead for the Events Team.
- Protocol Product Development: Draft, edit, format, and maintain ceremony scripts, official programs, formal invitations, agendas, seating charts, name placards, official biographies, award narratives, and recognition materials.
- Standards Compliance: Ensure all protocol materials and arrangements strictly adhere to Government-provided guidance, applicable USCG and DoW protocol standards, order of precedence, military honors, and flag etiquette.
- Planning & Quality Assurance: Develop comprehensive event timelines, planning checklists, event packages, and task trackers. Conduct rigorous quality reviews of all event documentation for grammar, clarity, formatting, accuracy, and protocol compliance.
- Venue & Logistics Execution: Coordinate venue logistics, seating configurations, flag displays, placard placements, audio/visual requirements, and event support items as directed by the Government. Prepare post-event after-action notes and lessons learned.
- Repository Management: Maintain an organized, centralized repository of approved ceremony templates, scripts, programs, and event planning resources.
Distinguished Visitor (DV) and Tour Support
- Itinerary & Movement Planning: Draft, update, and maintain comprehensive visitor itineraries, tour schedules, approved tour scripts, agendas, welcome packets, briefing materials, escort rosters, and transportation coordination documents.
- Arrival & Escort Services: Meet arriving guest parties, dignitaries, or official aircraft. Escort visitor cohorts throughout the base complex and designated local commuting areas. This includes long periods of walking and standing in all types of weather. Tour length varies but can occasionally exceed three (3) miles including indoor and outdoor areas.
- Flight Line & Ramp Operations: Coordinate DV arrivals, motorcade movements, and tarmac/ramp escorts across active military airfields and industrial flight lines while maintaining strict compliance with Foreign Object Debris (FOD) prevention, ramp safety protocols, and local airfield safety mandates.
- Multi-Agency Stakeholder Coordination: Coordinate visit details with command staff, security personnel, transportation personnel, program offices, maintenance divisions, and external visiting delegations.
- Post-Visit Administration: Maintain visit tracking logs, document action items resulting from DV engagements, and draft follow-up correspondence.
Command Communications and Technical Writing Support
- Executive Document Development: Research, draft, edit, and format high-level command written products, including executive correspondence, briefings, newsletters, talking points, administrative documentation, and strategic communications.
- Editorial Standards & Quality Review: Apply comprehensive editorial standards to review written materials for grammar, clarity, consistency, tone, style, and strict adherence to Government-provided guidelines and templates.
- Standardized Templates & Version Control: Develop and maintain standardized templates for recurring command communications, ceremonies, tours, and briefings. Maintain disciplined version control, file naming conventions, revision histories, and review/approval tracking.
- Content Synthesis: Consolidate complex technical, maintenance, or administrative information from multiple source inputs into audience-appropriate, professional executive summaries and presentations.
- Documentation Libraries: Maintain organized electronic and hard-copy repositories and document libraries for all command communications and administrative records.
Briefing, Meeting, and Conference Room Operations
- Command Briefings: Maintain and update recurring command presentation materials, weekly briefing slides, metric and display boards, and the Command Brief (ALC 101 or successor packages).
- Meeting Administration: Attend designated meetings, record comprehensive notes, draft minutes, develop action item trackers with suspense dates and assigned offices, and prepare read-aheads, sign-in sheets, and agendas.
- Audio/Visual (AV) & Systems Operation: Set up, operate, and troubleshoot command level conference room AV systems, hybrid collaboration tools (e.g., Microsoft Teams or related video teleconference platforms), and executive presentation software.
- Facility Scheduling: Manage conference room reservations, coordinate operational calendars, monitor room setup requirements, and track AV equipment readiness.
Planning, Tracking, and Continuous Improvement
- Milestone Tracking: Establish and maintain suspense tracking logs, master event calendars, briefing milestones, and documentation approval logs.
- Workflow Optimization: Document standard operating workflows, coordination dependencies, review hierarchies, and recurring deliverables. Recommend continuous improvements to filing systems, tracking methodologies, and planning tools.
- Issue Elevation: Proactively identify scheduling conflicts, missing documentation, obsolete materials, or coordination gaps, and elevate issues promptly to appropriate Government personnel.
Information Protection and Scope Boundaries (Non-Personal Services)
- Information Security: Protect and safeguard all Government-furnished information, visitor itineraries, draft correspondence, and controlled unclassified information in compliance with operational security procedures.
- Contractor Limitations: The contractor acts in an advisory and operational support capacity.
Training, Experience, Education, and Qualifications
- Be citizens of the United States.
- Be able to read, write, speak, and understand English fluently.
- Possess proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, or similar productivity software tools.
- Be able to create, update, sort, filter, and maintain error free spreadsheets, trackers, logs, records, and status reporting tools.
- Be able to organize electronic files, follow naming conventions, maintain version control, and manage records in shared and local file environments.
- Be able to prepare reports, meeting notes, status updates, briefings, correspondence, technical documents, and administrative documentation.
- Demonstrate attention to detail and commitment to accuracy.
- Be dependable and able to work effectively as part of a team.
- Be able to manage multiple tasks with competing deadlines.
- Be able to follow established procedures, checklists, templates, local instructions, and Government-provided guidance.
- Be able to work independently on routine and complex assignments, as appropriate for the position.
- Be able to identify missing, incomplete, inconsistent, overdue, outdated, duplicative, or conflicting information and elevate issues appropriately.
- Be able to communicate clearly and professionally, both orally and in writing with Government personnel, contractors, customers, vendors, visitors, and other stakeholders.
- Possess experience using Microsoft SharePoint, Microsoft Teams, shared drives, or similar collaboration and document management tools.
- Protect Privacy Act, proprietary, procurement-sensitive, controlled, Government furnished, visitor-related, budget-related, acquisition-related, HAZMAT-related, and other sensitive information In Accordance With (IAW) applicable laws, regulations, contract/task order clauses, and COR instructions.
Education
Shall have at a minimum:
- High school diploma or equivalent; AND
- At least seven (7) years of relevant experience; OR
- An associate’s degree in Communications, Public Administration, Business Administration, English, Technical Writing, Organizational Management, Public
Relations, Event Management, Military Studies, or a related field; AND
- At least five (5) years of relevant experience; OR
- A bachelor’s degree in Communications, Public Administration, Business Administration, English, Technical Writing, Organizational Management, Public Relations, Event Management, Military Studies, or a related field; AND
- At least three (3) years of relevant experience.
Required Certifications & Training
- Protocol Certification: Formal Military, DHS, DoD, or DoW Protocol Specialist Certification.
- Safety Training: Foreign Object Debris (FOD) awareness and active airfield/flight line ramp safety compliance.
Required Experience
- Executive & Flag-Level Protocol Support: Minimum of three (3) years of direct experience providing senior-level protocol, ceremony, and executive communications support to Military Flag or General Officers (O-7 and above), Senior Executive Service (SES) personnel, or senior military headquarters commands (led by O-6 and above).
Note: Commercial event, private hospitality, or wedding planning experience does not satisfy this specialized military/executive requirement.
- Airfield & Flight Line Operations: Minimum of one (1) year of demonstrated, hands-on experience executing distinguished visitor arrivals, motorcade coordination, and flight line/ramp escorts on an active military airfield or industrial flight line, in full adherence to ramp safety and FOD controls.
- Military Protocol Standards & Precedence Application: Demonstrated hands-on experience applying USCG, DoW, and Joint Service protocol regulations, interpreting official order of precedence, executing military honors, and enforcing formal flag etiquette across official ceremonies and executive visits.
- Executive Communications & Technical Writing: Demonstrated experience researching, authoring, editing, and formatting professional command-level documentation (including official scripts, itineraries, minutes, briefing decks, and executive summaries) adhering to rigorous editorial guidelines, formal styling standards, and strict version control.
- Military Ceremony & Event Planning: Experience planning, documenting, coordinating, and executing formal military ceremonies (e.g., changes of command, retirements, recognition and award presentations).
- Audiovisual & Collaboration Systems Operation: Demonstrated practical experience setting up, operating, and troubleshooting command conference room AV hardware, hybrid collaboration software (e.g., Microsoft Teams or related video teleconference platforms), and executive presentation applications during senior leadership briefings.
- Operational Multi-Tasking & Project Prioritization: Proven experience managing concurrent protocol and communication projects, balancing competing stakeholder priorities, and meeting strict suspense deadlines within a military or operational command environment.
This position is located in Elizabeth City, NC.
Apply at: https://phg.tbe.taleo.net/phg01/ats/careers/v2/viewRequisition?org=GATEWAYVENT&cws=72&rid=6371
VEVRAA Federal Contractor
Three Saints Bay, LLC and its subsidiaries offer a team-oriented working environment and the opportunity to work with exceptional, dedicated industry professionals. We offer our employees a comprehensive benefits package and the opportunity to take part in exciting projects with government and commercial clients, both domestic and international.
We are an Equal Opportunity Employer. We invite resumes from all interested parties without regard to race, color, sex, sexual preference, religion, creed, national origin, age, genetic information, marital or veteran status, disability, or any other category protected by federal, state, or local law.