Events and Protocol Manager in Mobile, AL at Austal

REPORTS TO: Director, Communications

SUPERVISES: N/A

AUTHORITIES / RESPONSIBILITIES:  This position is responsible for the planning and execution of all events for Austal USA.  These events range from small groups of ~ 50 to events approaching 1,000 attendees.  This position also serves as the company’s expert on protocol issues.  Finally, this position will lead community relations efforts in Mobile area and with other Austal USA sites to ensure they are executing community relations plans. The position is integral to the BD & EA Department and works closely with the team to maximize the impact of our events through integrated planning with legislative, media, and business development efforts. This position has significant external facing responsibility and often represents Austal USA at high visibility events in the community.  

Event Planning

• Leads all Austal USA events to include planning and execution.  Events most often pertain to ship milestones (i.e. start of construction, keel layings, christening dinners, and christenings) and corporate engagements (i.e. board meetings, open houses, golf tournaments, etc.).
• Coordinates with the Navy, Coast Guard, Military Sealift Command, and others as required on planning and execution of ship related events.
• Develops and manages invitation lists, tracks responses, and liaises with external organizations during the planning and execution of these events.
• Supports VIP and distinguished guest visits to Austal USA.
• Leads Austal volunteers for the execution of events.
• Develops and manages network of local vendors to support events (e.g., caterers, audio visual support, printers, etc.). 
• Coordinates across Austal USA departments to execute events, to include Security, Site Services, Finance, Supply Chain, and other departments as required.
• Provides meeting and event management support to include: site selection and vendor negotiations (in collaboration with Supply Chain); event set-up and design; budget development; attendee tracking/reporting registration; coordination with guest speakers and coordination of travel requirements; all necessary on-site meeting administration and logistics. Coordinate any required audio-visual support; develop required information packages; maintenance of vendor, site, contract and attendee databases as well as follow-up surveys after each major event to obtain feedback to enhance and continuously improve service.
• Work with local community leaders regarding Austal USA support for community events.

Protocol

• Serves as Austal USA’s expert on protocol matters, especially in dealing with Navy, Coast Guard and Congressional visits and events.
• Provides protocol guidance and direction to Austal USA executives, employees and committees.
• Serves as the liaison with US Navy for protocol issues.
• Provides international distinguished visitor support to include research on customs, culture and courtesies; coordinate with appropriate ministry or government agency counterparts, arrange for all logistics and meeting support requirements, where appropriate identify and coordinate appropriate DoD regulation compliant gifts.
• Supports tours of Austal USA.

Community Relations

• Serves as Austal USA’s primary contact with local charitable and community organizations.
• Coordinates with other members of the Department team to support local business and legislative organizations and events. 

QUALIFICATIONS / KNOWLEDGE / EXPERIENCE:

• Bachelor’s degree in Hospitality Management or equivalent experience.
• Two years of work experience in managing protocol activities, office management, or managing executive services.
• Ability to operate both independently to execute events and represent Austal USA in the community while also working as key team member and coordinating across the department and company. 
• Excellent oral and written communications skills.
• Proficient in the use of standard office computer software including Microsoft Windows and Office components.

DESIRED QUALIFICATIONS:

• Experience planning and executing large (>200 attendee) events.
• Experience working with Navy and Coast Guard.
• Experience working protocol for military organizations
• Graphics and / or photography experience.
• Experience in community relations, to include working with local organizations and charities. 

TOOLS: N/A

DIRECTION EXERCISED:

• Lead assigned teams for events.
• Coordinate across company to plan and execute events.

DISCRETION EXERCISED:

• Be able to prioritize meetings, conferences and promotional activities in order to maximize a return on investment for the company.
• Must be able to assess business opportunities against company strengths and weaknesses and draw conclusions as to which projects should be pursued.