#NC26MGT189245 - Executive Assistant
Deadline: June 8, 2026
Requester: NATO
Location: Braine L'Alleud, Belgium
Job type: Contractor
Start date: July, 2026
Security clearance: NATO SECRET
SCOPE OF WORK / DUTIES / ROLES
Business administration:
- Manages the delivery of business administration services;
- Manages time and diary for individual senior managers and leadership teams;
- Filters and prioritises meeting requests;
- Handles sensitive, confidential information;
- Ensures managers have the information and resources needed to support ongoing processes and changes in processes.
Calendaring:
- Creates multi-level and repeating tasks for self and others;
- Manages multiple calendars using features such as 'show through' and adding tabs;
- Helps others understand the wide range of functions available with calendaring software;
- Adds notes, attachments or reminders to tasks or appointments for self and others;
- Prints using varied and complex setup, designs and page combinations;
- Compares and contrasts functionality among different releases.
Desktop Tools:
- Consults others on the use and interconnectivity of the tools;
- Applies advanced features and functions of all key office products;
- Participates in evaluation of new office support tools;
- Determines which office products can interact and how to share data;
- Diagnoses common software problems and works on the resolution;
- Works with all kinds of office support software to finish complex tasks.
Office Administration:
- Organizes and coordinates large meetings and conferences;
- Contributes to office administration improvements and best practices;
- Consults on a full spectrum of enterprise office administration activities;
- Designs office administration functions and workflow;
- Monitors industry and marketplace trends and directions for office administration;
- Monitors effectiveness of support staff; recommends improvements;
- Establish and maintain communication channels with stakeholders;
- Present data in creative formats;
Additional duties for this post:
- Acts as a key member of the NIMSC Front Office, supporting coordination across Business Units, Heads of Office, and external stakeholders;
- Supports preparation, coordination, and follow-up of senior-level meetings, including action tracking and task coordination as required;
- Maintains situational awareness of Chief NIMSC priorities to anticipate administrative and coordination requirements;
- Assists with the coordination of visits, events, and distinguished visitor engagements involving NIMSC leadership,
- Supports internal communication flow within NIMSC to ensure timely dissemination of information and tasking, as appropriate;
- Perform other duties as may be required;
- Deputise for higher grade staff, if required.
REQUIRED SKILLS, KNOWLEDGE AND EXPERIENCE
- Higher vocational training in a relevant discipline with 3-years post-related experience;
- Or a secondary educational qualification with 5-years post-related experience;
- Proven ability to build relationships with a variety of stakeholders;
- Proven experience in working independently and applying appropriate judgement when handling confidential materials;
- Experience in drafting accurate and concise minutes;
Experience in the application of strong planning, analytical and problem-solving skills; - Previous experience in providing guidance and applying leadership skills when working with junior administrative assistants.
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Training in Microsoft 365 collaboration and productivity tools;
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Training related to information management, records management, or administrative best practices.
Desirable:
- Training or coursework in business administration, management support, or a related field;
- Experience supporting senior leadership in an international or multinational organisation;
- Familiarity with NATO, NCIA, or comparable institutional environments;
- Experience working in a front office or executive support role involving multiple stakeholders and competing priorities.
APPLY TO THIS POSITION