Assistant Protocol Program Administrator; NC - Community and Economic Development Department

About This Position

The Community and Economic Development Department (CED) is seeking an Assistant Protocol Program Administrator to join the International Strategies & Phoenix Sister Cities / Office of Protocol team. CED is a dynamic and fast-paced environment with a broad range of economic development services and high-priority projects. Department customers are both internal and external, with work that is local, national, and international in scope.

CED operates through several divisions, including Business Development, Community Development, International Strategies & Phoenix Sister Cities, Management Services, Research and Marketing, Procurement & Grants, and Business and Workforce Development.

The Assistant Protocol Program Administrator will support the City's Phoenix Sister Cities program and Office of Protocol by helping plan and execute time-sensitive protocol activities, events, and exchange programs, including inbound and outbound Sister City delegations. This role provides day-to-day operational support to Sister City committees and volunteer leadership; assists with budget development and annual planning documents, including the master calendar;

prepares briefing materials and delegation packets; coordinates logistics such as itineraries, airport courtesies, and protocol gift exchanges; and maintains working relationships with consulates, embassies, and other key partners. The position will report to the International Relations Administrator and may supervise assigned staff and/or interns, while ensuring continuity of operations during periods of high activity or when coverage is needed.

• 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…