Requirement: Executive Assistant
Location: Braine-l'Alleud, BELGIUM
Full Time On-Site: Yes
Time On-Site: 100%
Not to Exceed Rate: 54 EUR
Total Scope of the request (hours): 836
Required Start Date: 16 July 2026
End Contract Date: 31 December 2026
Required Security Clearance: NATO SECRET
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
Duties & Role:
Business administration:
- 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.
- 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 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
