Executive Events Coordinator (Military Protocol) - U.S. Coast Guard

Summary

Since our inception, FedSync has stood for Accountability, Integrity, Teaming, Value, Innovation, and Quality. Values that make us who we are. Our vision is to be an organization that works with innovative, leading minds and forward-thinking personalities of our time, to deliver solutions looking beyond today. Our mission is to deliver the federal government with solutions that are innovative and proven, to transform the organization by providing the best suited tools and people and prepare it for tomorrow's challenges. For us and our clients, our people matter.

The Protocol Specialist plans, coordinates, and executes official events, ceremonies, and receptions on behalf of CG-AIR and the Aviation Logistics Center. This role is the primary point of contact for all matters involving protocol, military etiquette, and dignitary engagement, ensuring that every event reflects the professionalism and standards of the U.S. Coast Guard.

Responsibilities

Event Planning & Coordination

• Plan, organize, and execute official ceremonies, change-of-command events, retirements, awards presentations, and unit receptions


• Coordinate logistics for events involving senior military officers, civilian executives, elected officials, and foreign dignitaries


• Develop event timelines, run-of-show documents, seating arrangements, and guest lists


• Coordinate venue setup, audio/visual requirements, catering, and decorations in accordance with protocol standards


• Conduct pre-event walkthroughs and rehearsals to ensure all participants understand their roles and the event sequence

Protocol & Etiquette

• Apply military and civilian protocol standards to all event planning and execution activities


• Advise leadership and staff on proper etiquette, precedence order, forms of address, and uniform/attire requirements


• Prepare briefing materials, programs, scripts, and talking points for presiding officials


• Manage flag display, insignia placement, and other ceremonial elements per applicable regulations


• Serve as on-site protocol officer during events, providing real-time guidance to officials and attendees

Dignitary & VIP Coordination

• Serve as the primary point of contact for visiting dignitaries, senior officials, and their staffs


• Coordinate transportation, billeting, escort assignments, and itineraries for VIP visits


• Prepare welcome packages, gift selections, and acknowledgment correspondence in accordance with protocol guidelines


• Liaise with external protocol offices, base security, and support personnel to ensure seamless VIP arrivals and departures

Administrative & Records Support

• Maintain a calendar of official events, ceremonies, and protocol commitments


• Draft and distribute invitations, save-the-dates, and follow-up correspondence


• Track RSVPs, manage guest lists, and coordinate accessibility or special accommodation requirements


• Prepare after-action reports for major events, documenting lessons learned and recommendations


• Maintain files of event records, vendor contacts, and protocol reference materials

Liaison & Coordination

• Coordinate with Public Affairs, Command Staff, and external stakeholders to align event messaging and branding


• Interface with base facilities, catering services, audiovisual vendors, and security personnel


• Support other CG-AIR staff on ad hoc protocol questions and event-related administrative tasks

Requirements

• U.S. citizenship


• Ability to read, write, speak, and comprehend English


• Excellent written and verbal communication skills


• Proficiency in Microsoft Office applications


• Excellent ability to manage multiple tasks with competing deadlines


• Ability to work with minimal Government oversight


• At least two years of protocol and event-planning experience applying protocol and etiquette to organize events, coordinate ceremonies, and manage receptions involving dignitaries, military and civilian representatives, and high-ranking officials


• Must obtain a Military/DoD Protocol Specialist certification within 12 months of hire; proof of completion is upon certification

Desirable

• One year of USCG-procedures experience, including proficiency in ALMIS (Aviation Logistics Management Information System) and AMMIS (Asset Maintenance Management Information System)

Federal Integrated Systems Corporation d/b/a FedSync does not discriminate in employment based on race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor. FedSync is an Equal Opportunity Employer.

Acceptable background check including criminal history background check and credit Check.