3810 Executive Assistant

• Business Administration


• Office Administration


• Calendar Management

Business administration

• Manages the delivery of business administration services.


• Manages time and diary for individual senior managers and leadership teams.


• Filters and prioritizes meeting requests.


• Handles sensitive, confidential information.


• Ensures managers have the information and resources needed to support ongoing processes and changes in processes.

• 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.

• 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.

• 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.

• 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


• Possible Business travel to within Belgium (NATO and non\-NATO) facilities as well as travel between the NCI Agency offices up to once per month

Skill, Knowledge \& Experience:

• The candidate must have a currently active NATO SECRET security clearance


• 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.

• Training or coursework in business administration, management support, or a related field.


• Experience supporting senior leadership in an international or multinational organization.


• Familiarity with NATO, NCIA, or comparable institutional environments.


• Experience working in a front office or executive support role involving multiple stakeholders and competing priorities.


• Training in Microsoft 365 collaboration and productivity tools.


• Training related to information management, records management, or administrative best practices

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