British Defence Visits and Events Officer - Washington DC
British Defence Visits and Events Officer - Washington DC
The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
Other British Government Departments (Partners across Government, including UK Visas)
Protocol, Visits and Events
The British Government’s Embassy in Washington DC has an exciting opportunity for an experienced to join the British Defence Staff Team. This opportunity is a rewarding role which supports and further develops the special relationship between the UK and the US, working at the forefront of international diplomacy in order to make a real difference globally.
This is a chance to directly contribute to the way in which both Governments collaborate and negotiate on Senior Visits and large events.
Roles and responsibilities:
As a Support Visits and Events Officer you will:
- Work with assigned desk officers to curate and execute a comprehensive visit programme for VIP senior military and Defence visitors to the DMV region.
- Plan and execute a variety of large and small events to support Defence Engagement objectives.
- Main point of contact for inward visitors and their meeting requests, ensuring clarity on their objectives and our deliverables.
- Liaise with stakeholders to produce a draft visit programme and circulate this and any subsequent updates. This will result in producing a visits booklet for visitor’s party and Embassy staff involved.
- Greet VIPs airside at DMV airhead and produce documentation for clearances to do so.
- Ensure that all security clearance details are submitted for the visiting party + accompanying embassy staff.
- In conjunction with the Embassy Transport Team organise transport and produce a transport schedule.
- Maintain a central record of all visit programmes, briefing packs, and records for wider BDS awareness and to inform future visits.
- Maintain the post visit questionnaire to collate and distribute post visit reports.
- Lead in event planning logistics at major events for BDSUS as well as smaller receptions and intimate dinners. Tasks will include, but are not limited to, designing and sending invitations, tracking RSVPs and responding to enquiries.
- Lead in delivering a successful and safe event or function by managing the event on the day, ensuring all requirements are delivered.
- Liaise with assigned desk officer to write business case for each event. Ensuring the event meets objectives, is deliverable, and cost effective. Obtain a range of quotes from suppliers to ensure business case is accurate.
- Coordinate with suppliers for delivery of equipment, catering and supplies needed for an event. Maintain these relationships to curate reliable working partnerships with suppliers who can deliver the standard expected. Negotiate value for money rates in accordance with BDS financial protocols.
- Ensure financial propriety and resolve payment pre and post event.
- Liaise with Embassy security to ensure event can be safely staffed, appropriate security is in place and all contractors working at the event are screened.
- Conduct post event wash up with key stakeholders after every event.
- Perform other duties as requested, supporting the Head of Visits and Events.
- Be expected to travel to locations to assist in recces and programs if required.
- Any other duties as assigned.
Weekend working and unsociable hours are a requirement of this post. Working hours will be compensated either through time off in lieu or overtime payment as agreed with line management.
Homeworking for at least two days per week is permitted.
Essential qualifications, skills and experience
- High degree of knowledge of Microsoft Office applications including Microsoft Outlook and Sharepoint
- Knowledge of Event and Senior visit management
- Ability to work flexible hours due to the requirement to work on occasions, evenings and weekends in support of visit programmes.
- Must hold a valid and current US driving licence.
Level of language required: fluent
Under US State Department requirements, the UK Government in the US may only employ, as non-diplomatic staff, persons who are US citizens, US Permanent Residents or A visa holders with EAD cards*. If you hold a visa other than an A visa you are not currently eligible to work at our office. Please refer to our website for information on exceptions to this policy at www.gov.uk/government/world/usa. All selected candidates are subject to background checks and will require a security clearance prior to starting work. *A visas are acceptable at the Embassy and Consulates. The UK Mission to the UN (UKMIS) accepts G visas, and British Defense Staff (BDS) outposts accept A or NATO visas.
Desirable qualifications, skills and experience
The ideal candidate will be a strong communicator and team player, with strong attention to detail, who works well under pressure with a background in events or working with senior visitors.
Working knowledge of event software, zKipster is desirable.
Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Working Together
11 August 2022
Executive Officer (EO)
Type of Position
Working hours per week
Americas, Caribbean & Overseas Territories
Type of Post
Number of vacancies
3 October 2022
Other benefits and conditions of employment
The UK Government operating in the US offers a substantial benefits package including generous leave, a choice of medical insurance, 401(k) matching up to 7%, extensive learning opportunities and a great work/life balance. Employees who are not liable to pay local income tax on their Mission salary, eg some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount. Internal candidates must inform their supervisor before they apply to a different position. Only successful candidates will be contacted. Please no phone calls. Due to the high volume of resumes we receive, we cannot guarantee consideration of your application if the submission instructions are not properly followed. The British Embassy is committed to a policy of equal opportunities and to creating a diverse working environment, free from discrimination, where everyone is included and treated fairly, based on merit alone. We are an equal opportunity employer, making all employment decisions without regard to race, gender, gender identity, religion, national origin, citizenship, disability, age, sexual orientation, political affiliation or any other criterion protected by law.
Requires standard working pattern of 40 hours per week
Able to accommodate a varied working pattern at least 2 days working from home
This role is 40 a week, but does require set working hours each day. Hours will be adapted to suit the workload and event schedules
The British Embassy and its US Network embraces hybrid working, allowing its staff to typically work from home 2 times a week. We are an organization that also recognises the critical value of team work and we embrace and endorse collaboration by ensuring that all staff attend the office flexibly yet regularly.