Executive Assistant at NATO

Brussels, Brussels-Capital, Belgium -

Full Time

Start Date

Immediate

Expiry Date

16 Jul, 26

Salary

0.0

Posted On

17 Apr, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive administration, Diary management, Stakeholder management, Budget execution, Financial support, Document management, Meeting coordination, Logistics, Information management, Reporting, Communication, Organization, Planning, Problem solving, Teamwork, Flexibility

Industry

IT Services and IT Consulting

Description

1. SUMMARY The NATO-Wide Coordination (NWC) Office is an independent office that supports enhanced governance, coherence, and institutional alignment across NATO agencies and bodies. This Office reports to the Secretary General through the Director-General for Management. NWC serves as the central point of coordination between NATO Headquarters and the governance structures of NATO’s executive bodies, ensuring integrated support to Agency Boards and alignment with NATO’s strategic priorities. The incumbent carries out the duties of the Executive Assistant to the Chair of the Agency Supervisory Board, and to the Head, Executive Secretariat (NCIO). They manage a wide range of challenging Executive Administration tasks and assist with the preparation of executive meetings, visits and events. The incumbent is accountable for efficiently handling complex and cross-cutting tasks of an administrative, logistical and organisational nature. 2. QUALIFICATIONS AND EXPERIENCE The incumbent must: • have successfully completed education to the higher secondary level; • have at least 6 years of experience in administration and/or secretariat duties; • have experience supporting senior executives, managing stakeholders, working on complex coordination and execution of high-level engagements, correspondence and executive scheduling; • knowledge of, and experience in conducting financial support activities related to budget execution and reporting; and • possess the following minimum levels of NATO's official languages (English/French) V (“Advanced”) in one; and III (“Intermediate”) in the other. The following would be considered an advantage: • experience in organising conferences and events; • experience in an international organisation, a national administration or the armed forces; and • previous experience working with an Enterprise Resource Planning tool (i.e. SAP or Oracle). 3. MAIN ACCOUNTABILITIES Information Management: Act as a first point of contact to the Board’s Chair. Execute diary management and planning for the Chair and the Executive Secretariat’s management. Draft documents, take minutes and distribute them as required. Ensure full compliance of NATO and Secretariat’s processes and NATO IKM best practices to allow for the full lifecycle of documents processed within the Secretariat to reach national representatives and NATO authorities. Ensure continuous improvement of documentation processes through formatting, terminology and indexing best practices. Organisational Efficiencies: Assist with the Secretariat’s administrative and logistical functions. Provide constructive suggestions and actively contribute to improve office processes and procedures to maximise the best use of resources and encourage innovation. Planning and Execution: Determine input to short-term work plans and manage implementation to achieve Unit or Office objectives. Manage meetings and external visit programme, ensuring timely planning and coordination of meeting preparations, covering agenda, briefing pack and appropriate travel arrangements, including system requests and expenses. Determine and verify the correct use of financial resources. Upon coordination with the Executive Officer, support the execution of the Secretariat’s budget and serve as Alternate Funds Manager for the Secretariat when required. Stakeholder Management: Liaise with NATO Executives, senior professionals, VIPs and National Representatives. Determine how best to enhance and develop a network of key stakeholders. Assess, manage and consolidate the network within the broader interests of the Unit or Office. Support the development of the Chair’s Stakeholders Engagement plan, maintaining awareness of priorities, initiatives and risks that could impact its execution. Provide options for effective issue management through the monitoring and analysis of current affairs. Perform any other related duty as assigned. 4. INTERRELATIONSHIPS Reporting Line: The incumbent reports to the Executive Officer. Interactions: They work closely with the Head, Secretaries of the NCIO Governing Bodies, and coordinates with the Committee Assistants. Additionally, the incumbent will have frequent contact with officials of national Delegations, the NATO International Staff (IS), International Military Staff (IMS) and NCIA staff, at all levels. Direct reports: N/a Indirect reports: N/a. 5. COMPETENCIES The incumbent must demonstrate: • Clarity and Accuracy: monitors others' work for clarity. • Customer Service Orientation: takes personal responsibility for correcting problems. • Empathy: reads non-verbal clues and understands meanings. • Flexibility: adapts to unforeseen situations. • Initiative: is decisive in a time-sensitive situation. • Organisational Awareness: understands organisational climate and culture. • Teamwork: solicits inputs and encourages others. 6. CONTRACT Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years’ duration; possibility of an indefinite duration contract thereafter. Contract clause applicable: In accordance with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may be followed by an indefinite duration contract. If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which may be renewed for a further period of up to 3 years subject to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years. Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations. 7. USEFUL INFORMATION REGARDING APPLICATION AND RECRUITMENT PROCESS Please note that we can only accept applications from nationals of NATO member countries. Applications must be submitted using e-recruitment system, as applicable: For NATO civilian staff members only: please apply via the internal recruitment portal (link); For all other applications: www.nato.int/recruitment Before you apply to any position, we encourage you to click here and watch our video providing 6 tips to prepare you for your application and recruitment process. Do you have questions on the application process in the system and not sure how to proceed? Click here for a video containing the information you need to successfully submit your application on time. When submitting your application, please ensure that your Taleo Candidate Profile is updated and that your CV is correctly uploaded in the Taleo attachments section. More information about the recruitment process and conditions of employment, can be found at our website (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm) Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate), approval of the candidate’s medical file by the NATO Medical Adviser, verification of your study(ies) and work experience, and the successful completion of the accreditation and notification process by the relevant authorities. NATO will not accept any phase of the recruitment and selection prepared, in whole or in part, by means of reference documents without proper quotes (plagiarism), or any tools available on internet, including but not limited to translation facilities, or generative artificial-intelligence (AI) tools. NATO reserves the right to screen applications to identify the use of such tools. All applications prepared, in whole or in part, by means of such tools will be rejected without further consideration, and NATO reserves the right to take further steps in such cases as appropriate. 8. ADDITIONAL INFORMATION NATO is committed to diversity and inclusion, and strives to provide equal access to employment, advancement and retention, independent of gender, age, nationality, ethnic origin, religion or belief, cultural background, sexual orientation, and disability. NATO welcomes applications of nationals from all member Nations, and strongly encourages women to apply. NATO is committed to fostering an inclusive and accessible working environment, where all candidates living with disabilities can fully participate in the recruitment and selection process. If you require reasonable accommodation, please inform us during your selection process. Candidates will be required to provide documented medical evidence to support their request for accommodation. Building Integrity is a key element of NATO’s core tasks. As an employer, NATO values commitment to the principles of integrity, transparency and accountability in accordance with international norms and practices established for the defence and related security sector. Selected candidates are expected to be role models of integrity, and to promote good governance through ongoing efforts in their work. Due to the broad interest in NATO and the large number of potential candidates, telephone or e-mail enquiries cannot be dealt with. Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements. The nature of this position may require the staff member at times to be called upon to travel for work and/or to work outside normal office hours. The organization offers several work-life policies including Teleworking and Flexible Working arrangements (Flexitime) subject to business requirements. Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment. For information about the NATO Single Salary Scale (Grading, Allowances, etc.) please visit our website. Detailed data is available under the Salary and Benefits tab. NATO does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. For more info please click here.

Responsibilities

The incumbent serves as an Executive Assistant to the Chair of the Agency Supervisory Board and the Head of the Executive Secretariat, managing complex administrative, logistical, and organizational tasks. They are responsible for diary management, meeting preparation, budget support, and maintaining effective communication with high-level stakeholders.