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City of Phoenix · 13 hours ago

Assistant Protocol Program Administrator (NC) - Community and Economic Development Department

Phoenix, AZ

Full-time

Onsite

Mid Level

$91K/yr - $122K/yr

3+ years exp

The City of Phoenix is seeking an Assistant Protocol Program Administrator to join the Community and Economic Development Department. This role supports the Phoenix Sister Cities program and Office of Protocol by planning and executing protocol activities, events, and exchange programs, while also providing operational support and maintaining relationships with key partners.

Government

Responsibilities

Interacts with Phoenix Sister City Commission members, Board/Executive Committee leadership, and City staff in conceiving, developing, and implementing Sister City exchanges, projects, activities, and events, including programming and budget requirements

Supervises professional staff and provides day-to-day oversight of Phoenix Sister Cities staff and interns

Acts for the International Relations Administrator in his/her absence on matters for which authority has been delegated

Assists the Administrator in developing a program year budget, annual planning documents, and master calendar

Provides staff support to a variety of committees, including developing agendas, researching items, serving as a communication liaison, providing protocol guidance and direction, and coordinating follow-up actions

Works with program leadership to staff and support the Phoenix Sister Cities Board of Directors and Executive Committee, including preparing materials, coordinating follow-up, and supporting governance-related logistics

Organizes and delivers orientations for committee officers and volunteers and assists in recruiting, onboarding, and motivating new Phoenix Sister Cities members

Briefs City officials prior to meetings with international delegations and accompanies delegations to key meetings to support a successful and positive Phoenix experience

Plans and manages outbound Phoenix Sister Cities delegations and international travel, including itineraries, logistics, briefings, and budget oversight, often for mayoral and City Council-led visits

Interacts and communicates with international delegations relating to social, political, and economic issues of relevance to the particular delegation

Coordinates logistics, programs, and events related to hosting international delegations and exchanges, including airport courtesies (pick-ups and related arrangements) for high-level visitors

Manages protocol gift inventory and coordinates appropriate gift exchanges for visiting international delegations

Maintains working relationships with consulates, embassies, and the U.S. Department of State, including vetting of international visitors and coordination of participation in key events

Represents the International Relations Administrator at internal and external meetings and prepares related reports, follow-up documentation, and action items

Provides protocol guidance and direction to elected officials, City departments, and Commission members and committees

Writes and edits speeches and remarks for elected officials and Commission leadership

Prepares reports, articles, and marketing materials for award entries, grants, briefing books, delegation packets, and other promotional media

Prepares budgets, secures sponsorships, identifies cost-saving measures, and supports fundraising events and corporate support strategies for a variety of events and activities

Performs a full range of administrative and clerical tasks necessary to support Phoenix Sister Cities operations in an office without dedicated clerical staff

Maintains regular and reliable attendance

Works more than forty hours in a workweek without additional compensation to perform assigned job duties, including weekends, evenings, early morning hours, and holidays as required

Qualification

International relationsProtocol activitiesBudget developmentEvent planningTeam supervisionLogistics coordinationSister Cities programsStakeholder collaborationCustomer serviceCommunication skills

Required

Three years of experience working with boards and commissions, protocol activities, or international affairs or exchange programs at a professional staff level

Bachelor's degree in business, political science, communications, or public administration

Other combinations of education and experience that meet the minimum requirements may be substituted

All finalists for positions are subject to a criminal background check applicable to the department or position

Some positions require the use of personal or City vehicles on City business. Individuals must be physically capable of operating the vehicles safely, possess a valid driver's license and have an acceptable driving record. Use of a personal vehicle for City business will be prohibited if the employee is not authorized to drive a City vehicle or if the employee does not have personal insurance coverage

Ability to interact professionally and build effective working relationships with City leadership and staff, Sister City committees and volunteers, and external partners including consulates, embassies, and visiting delegations

Ability to manage a high-volume, time-sensitive workload involving complex logistics and protocol requirements; exercise sound judgment and discretion; and demonstrate superior customer service, integrity, attention to detail, and commitment

Demonstrated superior seamless customer service, integrity, and commitment to innovation, efficiency, and fiscally responsible activity

Preferred

Graduate degree in international relations, public administration, nonprofit management, business administration, or a related field

Experience in protocol work, supporting dignitaries, and managing time-sensitive, high-visibility events and delegations (inbound and outbound)

Experience providing staff support to boards, commissions, and/or volunteer committees (agenda development, meeting facilitation support, documentation, and follow-up execution)

Experience supervising or leading teams (including staff and/or interns) and coordinating work across multiple stakeholders

Experience with Sister Cities programs and international cultural and educational exchange programming

Experience with budgeting, annual planning, master calendars, vendor/logistics coordination, and identifying cost-saving measures; experience supporting sponsorships and special events is a plus

Experience collaborating with elected officials, executive leadership, and external partners (e.g., consulates/embassies, community organizations, host institutions)

Experience supporting international engagement initiatives aligned with economic development priorities, including coordination of business-facing visits and partner engagement

Benefits

Traditional pension with employer and employee contributions, click here for more details: Pension Information

401(a) and 457 plans with employer contributions

Choice of generous medical HMO, PPO, or HSA/HDHP plans

Medical enrollment includes a monthly $150 City contribution to a Post-Employment Health Plan

Wellness incentive of up to $720 annually

Dental, vision, and life insurance options

Employer paid long-term disability

Free Bus/light rail pass

Tuition reimbursement program up to $6,500 per year

Paid time off includes 13.5 paid holidays, 12 vacation days, and 15 sick days and personal leave days

Paid Parental Leave for eligible employees up to 480 hours (12 weeks) of paid leave for the birth, adoption, or foster care placement of a child during a 12-month period

Federal Student Loan Forgiveness offered through Savi