Deadline Date: Tuesday 9 June 2026
Requirement: Executive Assistant
Location: Braine-l'Alleud, BE
Full Time On-Site: Yes
Time On-Site: 100%
Total Scope of the request (hours): 836
Required Start Date: 16 July 2026
End Contract Date: 31 December 2026
Required Security Clearance: NATO SECRET
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.
Calendaring
* 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.
Desktop Tools
* 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.
Office Administration
* 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
* 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
Requirements
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.
Education, Experience and Training (Desirable):
* 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