The Events Hospitality and Protocol Coordinator at the Fluegel Alumni Center (FAC) is responsible for assisting in planning and execution of U.S. Naval Academy Alumni Association and Foundation (AA&F)'s internal events, with a particular focus on all aspects of hospitality and guest relations for VIPs, sponsors, and guests.
The Fluegel Alumni Center is the U.S. Naval Academy Alumni Association and Foundation (AA&F)'s new 70,000+ square foot office and events facility. This position is part of a new, dynamic team focused on advancing our mission to support and connect our alumni through delivering unmatched hospitality and premium event experiences.
This position reports to the Enterprise Events Planning Lead and is classified as exempt under the Fair Labor Standards Act (FLSA).
Major Duties and Responsibilities: - Event Hospitality and Protocol
- Serve as primary liaison with U.S. Naval Academy Director of Protocol for AA&F invited guests at Naval Academy-hosted events.
- Work with Executive Director Fluegel Alumni Center, AA&F CEO, Chief of Staff, and the Senior Leadership Team in planning and coordinating official events, ceremonies, and visits, to include guest lists, seating arrangements, and event logistics.
- Manage AA&F-wide coordination for football ticket and suite requirements, ordering, and distribution.
- Serve as guest, sponsor and partner liaison during event planning and execution to ensure premium event experiences.
- Events coordination
- Be able to work independently and as a team in event planning and venue coordination across a wide range of Alumni Association and Foundation events, including board meetings, donor relations and cultivation events, and alumni affiliated events.
- Develop event concepts, timelines, and budgets.
- Coordinate with vendors (event catering, rentals, décor, and contracts).
- Manage event communications with program managers and internal stakeholders.
- Provide day-of-venue event coordination, which includes availability to work evenings and weekends.
- Conduct post-event assessment and customer-feedback surveys and share feedback to leadership and our partners.
- Work with Finance to ensure the prompt payment of invoices for our contracted services.
Skills and Qualifications: - Candidates must display a strong commitment to the mission of the Naval Academy Alumni Association and Foundation, and alignment to our organization's core values: Integrity, Respect, Teamwork, Service, and Growth.
- Excellent teamwork, a customer-focused orientation, and strong interpersonal skills.
- Catering/event sales and/or venue management experience (preferred).
- Social protocol officer experience (corporate, government, military) is highly desired.
- Experience in a fast paced, high-volume event planning role (preferred).
- Bachelor's degree in a hospitality or business-related field, or equivalent experience (highly desired)
- Familiarity with university, non-profit, military, or related environment (preferred).
- Excellent customer service, sales, marketing, and administrative skills.
- Outstanding organization and communication skills.
- Ability to multi-task, prioritize deadlines, and work in a fast-paced environment.
- Expertise with MS Office/Teams, and event technology and software (such as CVENT, Tripleseat, Social Tables), CRM database software (preferably Blackbaud CRM) and social media.
- Strong problem-solving skills and the ability to manage unexpected challenges during events.
Additional Requirements - Able to pass U.S. Federal Government background check and obtain installation access.
- Must be able to work evenings and weekends, including weekends and holiday football bowl games.
- Event set up and clean up may be physically demanding at times. Must be able to lift 40 lbs.
- Position may require travel (2-3 times a year).
- Access to a vehicle for events and event-related tasks, as required.