28 Aug 2017 2:00 PM | Anonymous member

The Social Secretary is responsible for managing the Ambassador’s social calendar, including official and unofficial dinners, receptions, invitations and RSVPs, and guest lists. The Social Secretary also prepares birthday/condolence notes, and gifts on behalf of the Ambassador and assists in developing the Ambassador’s trip briefs. The Social Secretary is required to work closely with his/her direct reports, Advance Person and Scheduling Officer, as well as the Senior Protocol Officer, PR & Media Relations Specialists, and Security Personnel.    

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.)
1.     Qualifications
  • ·       Bachelor’s Degree in relevant field (e.g. Public Relations, Communications, Journalism)
  • ·       Political Science or International Affairs Studies are highly preferred
2.     Experience
  • ·       10+ years’ experience as protocol specialist
  • ·       Proven experience in hands-on event planning and team management
  • ·       Proficiency in both Arabic and English

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