Administrative Assistant at Spektrum

Braine-l'Alleud, Wallonia, Belgium -

Full Time

Start Date

Immediate

Expiry Date

12 Mar, 26

Salary

0.0

Posted On

12 Dec, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Microsoft Office Suite, Document Management Systems, SharePoint, Communication Skills, Minute Taking, Administrative Support, Initiative, Flexibility, NATO Regulations, International Environment Knowledge, Transcription, Travel Planning, Meeting Coordination, Presentation Drafting, Information Management, Event Organization

Industry

Staffing and Recruiting

Description

Spektrum have a wide range of exciting opportunities in several global locations. We are always looking to add great new talent to our team and look forward to hearing from you. Spektrum supports apex purchasers (NATO, UN, EU, and National Government and Defence) and their Tier 1 supplier ecosystem with a wide range of specialist services. We provide our clients with professional services, specialised aerospace and defence sales, delivery, and operational subject matter expertise. We are looking for personnel to join our team and support key client projects. Who we are supporting The NATO Communication and Information Agency (NCIA) is responsible for providing secure and effective communications and information technology (IT) services to NATO's member countries and its partners. The agency was established in 2012 and is headquartered in Brussels, Belgium. The NCIA provides a wide range of services, including: Cyber Security: The NCIA provides advanced cybersecurity solutions to protect NATO's communication networks and information systems against cyber threats. Command and Control Systems: The NCIA develops and maintains the systems used by NATO's military commanders to plan and execute operations. Satellite Communications: The NCIA provides satellite communications services to enable secure and reliable communications between NATO forces. Electronic Warfare: The NCIA provides electronic warfare services to support NATO's mission to detect, deny, and defeat threats to its communication networks. Information Management: The NCIA manages NATO's information technology infrastructure, including its databases, applications, and servers. Overall, the NCIA plays a critical role in ensuring the security and effectiveness of NATO's communication and information technology capabilities. The program Assistance and Advisory Service (AAS) The NATO Communications and Information Agency (NCI Agency) is NATO’s principal C3 capability deliverer and CIS service provider. It provides, maintains and defends the NATO enterprise-wide information technology infrastructure to enable Allies to consult together under Article IV, and, when required, stand together in the face of attack under Article V. To provide these critical services, in the modern evolving dynamic environment the NCI Agency needs to build and maintain high performance-engaged workforce. The NCI Agency workforce strategically consists of three major categorise's: NATO International Civilians (NIC)'s, Military (Mil), and Interim Workforce Consultants (IWC)'s. The IWCs are a critical part of the overall NCI Agency workforce and make up approximately 15 percent of the total workforce. Role ID – C004528 Role Duties and Responsibilities Provide administrative support, as a key member of the NIMSC Front Office, in an effective and efficient manner to the NIMSC Business Area Chief, Business Manager and other NIMSC management staff as required; Support with the screening, filtering and prioritising of all incoming communication, meeting requests, visitor requests and email traffic; Support with the planning, monitoring and optimising of the diaries, schedules and calendar of the NIMSC Business Area Chief; Support with the preparation and follow-up on all meetings with Business Area Chief as/if required; Plan and prepare travel and associated accommodation requirements for the Business Area Chief and Business Manager; Act as the point of contact for coordination of all NIMSC assigned actions via Agency Tasker Tracker, and support with associated with the allocation of these tasks internally within NIMSC via the NIMSC Action Log; Support with the preparation of the Business Area Chief correspondence and signature folder; Draft presentations, briefings, and reports, e.g. with references, historic information and context; Prepare, review, coordinate, store, release, and follow-up on all Management-In-Confidence, Personnel-In-Confidence, and all formal NIMSC correspondence; Organise, coordinate, minute, and follow up meetings, workshops and other events hosted by the Business Area Chief as/if required; Support with the preparation summaries and abstracts of received information, identify obvious incomplete, incorrect, and/or inconsistent information - clarify and present them to the Business Area Chief; Support the further development and improvement of the top level NIMSC Intranet web pages, and foster Business Area Chief communication to the NIMSC workforce; Represent the Business Area in a highly professional manner as the focal point of contact over all communication channels; Perform other duties as may be required. Deputise for higher grade staff, if required Essential Skills, Experience and Certifications At least 1 year of experience in responsible administrative jobs or equivalent combination of qualifications and experience Demonstrated skills in Microsoft Office suite, including Word, Excel, PowerPoint, SharePoint, and databases Excellent command of spoken and written English, with a proven ability to communicate effectively orally and in writing Proven experience with document management systems and SharePoint Experience in roles requiring the ability to take initiative and a flexible approach to respond reliably and competently to changing requirements in a demanding environment. Demonstrable experience in roles requiring to work with a minimum of supervision. Thorough knowledge of NATO/NCIA administrative regulations and procedures. Experience of taking minutes at meetings and accurately transcribing them. Previous experience of providing administrative support to executives. Prior experience of working in an international environment comprising both military and civilian elements; Knowledge of NATO responsibilities and organization, including ACO and ACT. Education Higher vocational training in a relevant discipline with 1 years post-related experience. Or a secondary educational qualification with 3 years post-related experience. Working Location Braine L’Alleud, Belgium Working Policy On-site Travel Some travel to other NATO sites may be required Security Clearance Valid National or NATO Secret personal security clearance We never know what new opportunities might be just over the horizon. If this opportunity isn't for you please feel free to send us your resume anyway and be the first to know if something suitable for your skills and experience comes up.

Responsibilities

The Administrative Assistant will provide essential administrative support to the NIMSC Front Office, including managing communications, scheduling, and travel arrangements. They will also assist in preparing meetings, drafting documents, and maintaining records.