Executive Assistant

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.

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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.

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Role ID – C004913

Role Duties and Responsibilities

• 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.
• 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.
• 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

Essential Skills, Experience and Certifications

• 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.
• 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.
• Training in Microsoft 365 collaboration and productivity tools.
• Training related to information management, records management, or administrative best practices

Education

• Higher vocational training in a relevant discipline with 3-years post- related experience. Or a secondary educational qualification with 5-years post-related experience.

Desirable Education

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

Working Location

• Braine-l’Alleud, Belgium

Working Policy

• Onsite

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance