·       Manage every aspect of the Ambassador’s daily, short term, and long term agenda

·       Assist with the management and coordination of Embassy-wide projects and initiatives, as coordinated by the Chief of Staff

·       Develop processes for effective follow-up and collaboration within the Embassy- with the Ambassador’s Advisory Team, the US government, Congress, think tanks, NGOs, and the public at large

·       Evaluate on an ongoing basis, the scheduling operations and workflow within the Embassy

·       Recommend and implement ‘best practices’ for scheduling that incorporates technology and marketing needs

·        Take full ownership of planning the Ambassador’s and Senior Advisors’ schedules weeks in advance

·       Update and reprioritize the schedule as advised and seen best

·       Coordinate said agenda with the Chief Security Officer.

·       Seek opportunities to optimize and improve efficiency among senior staff schedules that include the Ambassador and other visiting government officials

·       Represent Embassy staff and agenda with poise and professionalism

·       Keep embassy staff abreast of all scheduling activities and requests.

·       Prepare detailed itineraries for the Ambassador, including contact names, numbers and locations.

·       Synchronize embassy events in conjunction with the Head of Communications & Monitoring, Social Secretary, Senior Protocol Officer, and security staff

·       Ensure that the Ambassador is provided germane briefing materials prior to each event in coordination with pertinent embassy staff.

·       Receive from junior staff briefs on incoming correspondence via phone, email and relay pertinent information to relevant senior staff

·       Maintain a database of invitations-accepted, declined and pending

·       Maintain the Ambassador’s files/databases to include travel documentation, contact correspondence, and relevant meeting notes.

·       Coordinate travel for the Ambassador’s family including security and trip itineraries.

·       Perform duties as needed.

• ·       Bachelor’s Degree in relevant field (e.g Business Administration, Public Relations, Communications)
• ·       Experience working in highly regarded institution in government or international affairs sector with strong connections in Washington, DC and elsewhere
• ·       Ability to motivate and manage junior staff
• ·       Strong telephone, organizational and filing skills and oral and written communication skills
• ·       Ability to exercise discretion and independent judgment with respect to prioritization of and recommendations on appointments
• ·       Thoroughness and careful attention to detail
• ·       Ability to work cooperatively and courteously with others

• ·       7+ years of office experience in a similar role
• ·       Prior experience in making travel reservations and arrangements
• ·       Expert knowledge of Microsoft Office applications, and office administration, policies & practices
• ·       Fluent in English
• ·       Preference given to applicants with proficiency in Arabic

Protocol Advice

• ·       Provide advice on formalities and courtesies that need to be observed during Embassy Leadership and foreign visitors’ official visit
• ·       Coordinate with Head of Communications and Monitoring to ensure that the Ambassador’s messaging, press releases, and public appearances are in line with protocol best practices
• ·       Support Scheduling Officer in responding to invitations and identifying substitutes for Ambassador

Foreign Visit Planning

• ·       Collaborate with Head of Communications and Monitoring, the schedule of foreign visitors, provided by the Social Secretary
• ·       Coordinate approval of facilities proposed by the Social Secretary (e.g. hotel for foreign visitors)
• ·       Ensure that foreign visitors’ schedule does not suffer from complications and delays

Event Planning

• ·       Oversee overall planning of Ambassador’s official events
• ·       Review and provide feedback on guest lists, event location, dress code, and seating plan proposed by Social Secretary
• ·       Review and approve order of speakers (if applicable) proposed by Social Secretary
• ·       Be present on the ground during events to ensure that official guests are properly greeted and resolve any bottlenecks

Ambassador’s Trips Abroad

• ·       Review the Ambassador's trip briefs proposed by Social Secretary and ensure alignment with protocol standards
• ·       Ensure, through the Advance Person, that Ambassador’s seating and greeting are in line with protocol guidelines

• ·       Bachelor’s Degree in a related field (e.g., Public Relations, Communications)
• ·       Political Science or International Affairs Studies are highly preferred

• ·       10+ years’ experience as protocol specialist
• ·       Proven experience in hands-on event planning and team management
• ·       Proficiency in Arabic and English

• ·       Master’s Degree in Communications, Public Affairs or a related discipline
• ·       Public Affairs, Public Diplomacy, or Public Relations certification preferred

• ·       15+ years’ experience in media monitoring, public relations, public affairs, and strategic communications in the private or government sector.
• ·       Previous experience leading and managing a communications or PR team
• ·       In-depth knowledge of the US media operating environment

• ·       Travel to event site before Ambassador’s scheduled visit and meet with event manager(s) to go through schedule and ensure that Ambassador’s greeting and seating are in line with protocol guidelines
• ·       Coordinate with site security personnel and Ambassador’s Chief of Security to ensure that Ambassador is provided with optimal level of security
• ·       Organize Ambassador’s pickups and drop-offs
• ·       Inspect the hotel that Ambassador will be staying in to make sure that room and amenities are up to level
• ·       Book conference/meeting area at event location if required by Ambassador and ensure that visitors are properly greeted and taken care of during their time with Ambassador (e.g. get catering company or hotel to provide food and coffee for visitors)

Social Calendar

• ·       Manage Ambassador’s social calendar, including official and unofficial dinners, receptions and other events outside of official meetings.  Maintains invitation/RSVP log, and Residence-hosted guest lists. Prepares invitation decision-memos for Ambassador’s decision on attendance.

Visit Planning

• ·       Assists in planning for Ambassador’s guests and coordinates Ambassador’s schedule with trip planners. Works closely with Senior Protocol Officer, Scheduler, Advance Person, Social and Cultural Team, and PR & Communications to ensure synchronized planning.
• ·       Arranges for transportation and accommodation of VIP visitors
• ·       Ensures smooth execution of Ambassador’s schedule

Event Planning

• ·       Assists with organizing Ambassador’s official events in coordination with Chief of Staff, DCM, Social and Cultural Office, and other event planners
• ·       Formulate events’ guest lists for Ambassador-hosted events and manages RSVP/attendance.
• ·       Determine event location and dress code
• ·       Send invitations and arrange to receive visitors
• ·       Arrange seating plan based on ranks, positions and guest relationship in coordination with Senior Protocol Officer
• ·       Determine order of speakers (if applicable)
• ·       Maintains continuous liaison with Residence staff for event planning and execution.

Other Related Tasks

• ·       Prepare, on behalf of Ambassador, birthday/ condolence notes, gifts and salutations
• ·       Develop, in collaboration with PR & Media Relations Specialist, Ambassador's trip briefs
• ·       Build and maintain relationships with key stakeholder secretary counterparts in order to stay apprised of significant life events (e.g., birthdays, anniversaries, etc.)

• ·       Bachelor’s Degree in relevant field (e.g. Public Relations, Communications, Journalism)
• ·       Political Science or International Affairs Studies are highly preferred

• ·       10+ years’ experience as protocol specialist
• ·       Proven experience in hands-on event planning and team management
• ·       Proficiency in both Arabic and English