Requirement Title: Principal Assistant - Business Management
Location: Oeiras, Portugal
Full time on-site: Yes
Not to Exceed: 59 Euro
Total Scope of the request (hours): 836
Required Start Date: 09 February 2026
Required Security Clearance: NATO Secret
Specific Working Conditions: Work office
Please do NOT
apply for any NATO contract positions unless you meet ALL the following criteria:
- Current National or NATO SECRET clearance
- Nationality of one of the NATO member countries
- Current work visa for the specific location if applying for an in-country position
Any applications that do NOT meet all the above - and do not CLEARLY show these on the CV - will be deleted.
Duties and Role
- 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 and enable effective cross-team coordination.
- Supports department-wide information flow and alignment of administrative activities across teams.
- Contributes to a culture of knowledge sharing, flexibility and mutual team support.
- Creates multi-level and repeating tasks for self and others including tracking of departmental actions.
- 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.
- Facilitates the structured sharing of key information, decisions, and updates across the department.
- Recommends remediation actions as required.
- Identifies risks around the use of information.
- Reports on the consolidated status of information controls to inform effective decision-making.
- Monitors the implementation of effective controls for internal delegation, audit and control relating to information and records management.
- Supports the implementation of information and records management policies and standard practice.
- Maintain project portals and document libraries;
- Report on project status;
- Supports project managers in implementing changes to scope, resources, or timelines as needed.
- Ensures change management procedures are documented and executed in line with organizational policies.
- Contributing as needed in project delivery: review project documents, site implementation, change management, risk & issue management etc.
- Deals with problems and issues, managing resolutions, corrective actions, lessons learned, and the collection and dissemination of relevant information.
- Implements stakeholder engagement/communications plan.
- Collects and uses feedback from customers and stakeholders to help measure the effectiveness of stakeholder management.
- Helps develop and enhance customer and stakeholder relationships.
- Supports in the planning and organization of internal and external stakeholder events, workshops and initiatives
- Compiles and produces meeting minutes, engagement reports and action plans to support stakeholder relationships
- Assists in the effective planning and control of resources.
- Assisting in resource allocations
- Ensures proper resource allocation and monitoring to meet deadlines.
- Monitoring project performance, and approving time from resources
- Coordinate with Resource Managers in respect to availability of resources to undertake activities on projects.
- NATO Secret security clearance
- Higher vocational Training in a relevant discipline with 5 years post related experience. Or, a secondary educational qualification with 3 years post related experience.
- Strong analytical, business analysis, Power BI, and reporting skills
- Strong experience with agile ways of working and tools for Kanban boards
- Thorough knowledge of computer-based tools for project planning/control and resource management (like MS Project or Service Now)
- Experience in the application of strong planning, analytical and problem-solving skills
- Experience in roles requiring excellent inter-personal skills and the ability to be responsive and sensitive to both external and internal customers and staff
- Proven ability to build relationships with a variety of stakeholders
- Strong communication skills in writing, speaking and presenting
- Experience in the application of strong planning, analytical and problem-solving skills.