Protocol and Events Assistant

3 maanden geleden

Den Haag, Nederland Embassy of Canada to the Netherlands l'Ambassade du Canada aux Pays-Bas Voltijd

**Selection Process Nº**:189242-6

**Salary**:Starting annual salary of EUR 47,658 gross per annum plus benefits

**Contract Type**:Indeterminate or Term (full-time)

**Job Function**:Administrative

**Classification**:LE-A2

**Location**:Embassy of Canada in The Hague, Netherlands

**Number of Vacancies**:1

**About the Embassy of Canada to the Netherlands**

Located in The Hague, the Embassy of Canada to the Netherlands plays a crucial diplomatic role in advancing Canadian interests in the Netherlands and at Hague-based international organizations while fostering strong bilateral relations, facilitating trade and investment opportunities, providing consular services, and promoting cooperation across various fields.

**Summary of Duties**

The Embassy of Canada to the Netherlands is looking for an Events and Protocol Assistant to work closely with the Ambassador and other members of the Embassy to support the organization and delivery of high-quality visits and events. A summary of main duties follows.

**What you'll do**
**- Administrative support for events**:You will provide high quality support for the execution of events hosted by Canada at the Embassy, the official residence, and other venues. This includes working with the Ambassador, other program managers and officers to plan, schedule and execute events, including identifying appropriate venues, and planning room setup and seating arrangements. Responsibilities will also include coordinating set-up and take-down, managing security, cleaning, and catering services. You will also prepare necessary materials before and after events, such as reports and letters, ensure all audiovisual equipment is available and functioning, and ensure that briefing materials and event scripts have been prepared and provided in advance and in a timely manner. Additionally, you will schedule meetings and appointments, assist with pre-visit arrangements, and oversee the operation of mission representational (event) spaces. Maintaining inventories, statistics, and records is a key part of this role.
**- Advice and recommendations**: You will provide recommendations to the Ambassador, officers and staff on services offered and on the proposed use of the events facilities; provide advice to events hosts on budget requirements such as costs for catering, equipment rental, staff overtime and any other event-related costs; and anticipate any potential logístical and/or financial difficulties posed by certain requirements (payments of invoices, potential challenges with reimbursements, etc.) and consult management to resolve them. You will provide periodic advice to the Ambassador and program managers on measures that could be taken to improve the quality and effectiveness of the organization’s overall event management.
**- Event management**:You will extend invitations, control replies and finalize guest lists for events at the chancery, official residence and other venues after receiving guest lists from responsible program officers; calculate event budget requirements and prepare related financial documents, as well as statistical reports of facilities usage, guest numbers and event costs; track all costs related to hospitality duties, assist with budget planning for hospitality events, collect and submit all receipts from hospitality for processing, updating budget tracking sheets for expenditure, and keeping detailed records of costs arising for each event; make purchases, reconcile and prepare reports for the relevant operational budgets; maintain a record of all assigned event and other planning documents and prepare post event reports for management, including post event feedback and final costs.
**- Liaison**: You will liaise with executive assistants and program officers to prepare schedules and assist with planning in-coming visits and events; and liaise with official residence staff and mission security regarding number of guests expected to attend official events and provide guest list to security. You will also liaise with program officers, official residence staff and with other Mission staff and contractors concerning logístical and hospitality arrangements.
**- Client Services**: You will maintain close contact with the program leading the event, identify protocol specific requirements, keep track of dates and locations of events, and communicate these to various programs as required. You will also oversee the logistics of assigned events including but not limited to receptions, seated meals, conferences, meetings, lectures, film screenings and press briefings. You will arrange for the contractual rental of equipment as requested and budgeted for event support. Additionally, you will coordinate the set-up and take-down of furnishings and event equipment, managing cleaning and security as needed, and advising the relevant staff.
**- Communications and social media**: You will develop social media content to promote events and enhance the Embassy’s online

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