Protocol & Special Events Manager | USA Pavilion, Expo 2027 Belgrade
Fixed Term Contract $6,375 - $7,500 / monthJob Overview
Expo 2027 Belgrade, a Bureau of International Expositions (BIE)-recognized World Expo, will take place in Belgrade, Serbia, from May 15 to August 15, 2027, under the theme “Play for Humanity – Sport and Music for All.” Bringing together more than 100 countries and millions of visitors, the Expo will serve as a global platform for cultural exchange, innovation, and international collaboration.
The USA Pavilion will be a flagship destination at Expo 2027, welcoming visitors from around the world through immersive experiences, dynamic programming, and interactive storytelling. Inspired by the Expo theme, the Pavilion will showcase American creativity, innovation, music, sport, and culture while highlighting the power of connection, collaboration, and people-to-people engagement.
The Protocol & Special Events Manager will oversee the coordination and management of high-profile visits and events, including dignitaries, VIPs, government officials, and international delegations, ensuring adherence to diplomatic and cultural protocols. They will also oversee the operation of a small, dedicated function space at the USA Pavilion, as well as plan and host offsite events at larger event spaces to be determined in Belgrade. This role requires a professional with exceptional organizational skills, event planning, cultural sensitivity, hospitality standards, and experience managing stakeholder relations. The Protocol & Special Events Manager will ensure that all high-level visitors receive a seamless and professional experience, reflecting the values and standards of the USA Pavilion.
The nature of Expo operations requires a collaborative and flexible working environment across all areas of the USA Pavilion. While each team member will have a defined role and primary responsibilities, all staff may be required to support additional operational functions as needed to ensure the successful delivery of the Pavilion experience. This may include assistance across programming, VIP visits and protocol, cultural performances, food and beverage operations, hospitality, venue management, guest services, staffing coordination, special events, and other operational activities. Due to the live-event nature of the project, support may occasionally be required with limited notice, and all team members are expected to contribute proactively, professionally, and collaboratively to the overall success of the Pavilion.
Key Dates:
Start Date 1-Apr-27
Move-In 1-Apr-27
End Date 21-Aug-27
Move-Out 21-Aug-27
Working for Trivandi means the opportunity to work on the world’s most iconic projects in a supportive, people-first environment with colleagues who are passionate, collaborative and love what they do.
Our culture is grounded in trust and fulfilment, with a shared passion for achieving excellence, whilst having fun. We’re dedicated to ensuring that every team member’s voice is heard and valued, enabling Trivandi to be shaped and grown by the people within it.
Together, we keep our shared values at the heart of everything we do:
- Passion: We love what we do and care passionately about achieving great outcomes with our partners.
- Trust & Quality: We are trusted to consistently deliver to the highest international standards and professional ethics.
- One Team: We are a close-knit team and know that our best work is done together. We care for each other, always putting people first, enabling us to deliver our best work.
- Always Evolving: We don't stand still. We strive to make each project better than the last, daring to challenge what's gone before, in our quest for innovation and improvement.
Key Responsibilities
VIP and Dignitary Coordination | Plan and coordinate high-profile visits for dignitaries, government officials, corporate executives, and international delegations. Ensure all arrangements align with diplomatic protocols.
Staff Training | Train all staff in VIP Protocol Procedures and Cultural Awareness
Look Book | Create a bio and VIP look book for every visitor who enters the pavilion, to be shared with CG or DCG or other leader of greeting party prior to entering the Pavilion.
Stakeholder Engagement | Serve as the primary point of contact for government representatives, embassy officials, sponsors, any requested formal visit to the pavilion, and other key stakeholders regarding VIP visits and events.
Photography | Work with the Media and Communications team to verify that photos are taken of every single visit that comes through the pavilion, documented, and catalogued daily.
Protocol Adherence | Ensure strict adherence to diplomatic and cultural protocols for all interactions and events involving high-level visitors.
Visit Planning | Develop detailed itineraries for VIP visits, coordinating with pavilion leadership, operations teams, and external stakeholders to ensure smooth execution.
Liaison with Expo Organizers | Collaborate with Expo organizers and other country pavilions to ensure proper coordination for multi-pavilion visits or collaborative events involving dignitaries.
Team Leadership | Lead and train a team of coordinators to support high-level visits and events. Ensure the team is well-versed in diplomatic and cultural etiquette.
Guest Experience | Ensure VIPs receive a seamless and welcoming experience, including meeting logistical needs such as transportation, security, and on-site guidance.
Documentation and Reporting | Maintain accurate records of VIP visits, including guest details, itineraries, and follow-up actions. Provide reports to leadership on key visits and outcomes. This should also include follow up thank you letters as well as a running tracker on a daily basis as to who has come through the pavilion when and the next steps with them.
Crisis Management | Address unexpected changes or issues during VIP visits, including last-minute adjustments to schedules or security concerns, ensuring minimal disruption to the overall experience.
Cultural Sensitivity | Ensure all interactions, events, and communications respect cultural sensitivities and reflect positively on the USA Pavilion.
Compliance and Standards | Ensure all VIP protocols comply with Expo regulations, U.S. government guidelines, and pavilion policies.
Coordination with Security | Work with security teams to ensure the safety and privacy of high-level guests. Manage access control and oversee secure areas during visits and events.
Venue Operations | Oversee daily operations of the function space, ensuring the venue is prepared for meetings and events. Manage transitions between bookings efficiently.
Event Planning | Work with clients, sponsors, and internal teams to plan and execute events both onsite and offsite at the consulate, including scheduling, logistics, seating layouts, and technical requirements.
Client Coordination | Serve as the primary point of contact for event organizers, managing expectations, providing pre-event consultations, and ensuring seamless day-of-event execution.
Business Events & Offsite Program | Designs and manages a comprehensive off-site business event program because most Pavilion events occur outside the physical Pavilion. Manages all invitations and participation in Commissioner General and Department of State events.
Vendor Management | Coordinate with third-party vendors, including décor providers, equipment rental companies, and F&B partners, to deliver required services for events.
F&B Integration | Coordinate closely with the pavilion’s F&B provider to plan catering services, including menus, service styles (e.g., plated meals, buffets, coffee breaks), and delivery timelines. Work closely with VIP Barista/Bartender to provide excellent service to VIP visitors.
Technical Oversight | Collaborate with the Stage/AV team to ensure all AV, sound, lighting, and technical requirements are met for conferences, speeches, and multimedia presentations.
Scheduling and Calendar | Manage a booking system for the function space, optimizing the use of the venue while avoiding scheduling conflicts with pavilion programming.
Setup and Breakdown | Oversee the setup and breakdown of furniture, décor, and equipment for events. Ensure all spaces are clean, functional, and professionally presented.
Quality and Standards | Maintain a high standard of hospitality, professionalism, and cleanliness across the venue, ensuring events reflect the USA Pavilion’s premium reputation.
Continuous Improvement | Evaluate operations and guest feedback to identify opportunities for improvement in planning and execution.
Staff Training | Train all staff in VIP Protocol Procedures and Cultural Awareness
Look Book | Create a bio and VIP look book for every visitor who enters the pavilion, to be shared with CG or DCG or other leader of greeting party prior to entering the Pavilion.
Stakeholder Engagement | Serve as the primary point of contact for government representatives, embassy officials, sponsors, any requested formal visit to the pavilion, and other key stakeholders regarding VIP visits and events.
Photography | Work with the Media and Communications team to verify that photos are taken of every single visit that comes through the pavilion, documented, and catalogued daily.
Protocol Adherence | Ensure strict adherence to diplomatic and cultural protocols for all interactions and events involving high-level visitors.
Visit Planning | Develop detailed itineraries for VIP visits, coordinating with pavilion leadership, operations teams, and external stakeholders to ensure smooth execution.
Liaison with Expo Organizers | Collaborate with Expo organizers and other country pavilions to ensure proper coordination for multi-pavilion visits or collaborative events involving dignitaries.
Team Leadership | Lead and train a team of coordinators to support high-level visits and events. Ensure the team is well-versed in diplomatic and cultural etiquette.
Guest Experience | Ensure VIPs receive a seamless and welcoming experience, including meeting logistical needs such as transportation, security, and on-site guidance.
Documentation and Reporting | Maintain accurate records of VIP visits, including guest details, itineraries, and follow-up actions. Provide reports to leadership on key visits and outcomes. This should also include follow up thank you letters as well as a running tracker on a daily basis as to who has come through the pavilion when and the next steps with them.
Crisis Management | Address unexpected changes or issues during VIP visits, including last-minute adjustments to schedules or security concerns, ensuring minimal disruption to the overall experience.
Cultural Sensitivity | Ensure all interactions, events, and communications respect cultural sensitivities and reflect positively on the USA Pavilion.
Compliance and Standards | Ensure all VIP protocols comply with Expo regulations, U.S. government guidelines, and pavilion policies.
Coordination with Security | Work with security teams to ensure the safety and privacy of high-level guests. Manage access control and oversee secure areas during visits and events.
Venue Operations | Oversee daily operations of the function space, ensuring the venue is prepared for meetings and events. Manage transitions between bookings efficiently.
Event Planning | Work with clients, sponsors, and internal teams to plan and execute events both onsite and offsite at the consulate, including scheduling, logistics, seating layouts, and technical requirements.
Client Coordination | Serve as the primary point of contact for event organizers, managing expectations, providing pre-event consultations, and ensuring seamless day-of-event execution.
Business Events & Offsite Program | Designs and manages a comprehensive off-site business event program because most Pavilion events occur outside the physical Pavilion. Manages all invitations and participation in Commissioner General and Department of State events.
Vendor Management | Coordinate with third-party vendors, including décor providers, equipment rental companies, and F&B partners, to deliver required services for events.
F&B Integration | Coordinate closely with the pavilion’s F&B provider to plan catering services, including menus, service styles (e.g., plated meals, buffets, coffee breaks), and delivery timelines. Work closely with VIP Barista/Bartender to provide excellent service to VIP visitors.
Technical Oversight | Collaborate with the Stage/AV team to ensure all AV, sound, lighting, and technical requirements are met for conferences, speeches, and multimedia presentations.
Scheduling and Calendar | Manage a booking system for the function space, optimizing the use of the venue while avoiding scheduling conflicts with pavilion programming.
Setup and Breakdown | Oversee the setup and breakdown of furniture, décor, and equipment for events. Ensure all spaces are clean, functional, and professionally presented.
Quality and Standards | Maintain a high standard of hospitality, professionalism, and cleanliness across the venue, ensuring events reflect the USA Pavilion’s premium reputation.
Continuous Improvement | Evaluate operations and guest feedback to identify opportunities for improvement in planning and execution.
Skills, Knowledge and Expertise
Required Skills & Qualifications
- English Speaking (C1 or Native)
- Fluency in additional languages is a plus
- Strong leadership skills with experience managing operations, planning for changing situations, training teams, and fostering accountability and ownership among staff.
- Excellent interpersonal and relationship-building skills with the ability motivate and collaborate with people from varied backgrounds and experiences while maintaining a calm, positive and professional approach.
- Strong written and verbal communication skills, with emotional intelligence and cultural awareness across different audiences and environments.
- Flexible, adaptable, and open to feedback in a fast-paced and evolving project environment.
- Resourceful, proactive, and solution-oriented, with the ability to manage shifting priorities effectively.
- Demonstrates professionalism, integrity, honesty, and respect at all times.
Preferred Qualifications:
- Expo or Exhibition/Experiential Build or Volunteering Experience
- Serbian Speaking (Not Required but viewed favorably)