Start date: February 2026
Clearance: NATO Secret or equivalent
Location: Braine-l'Alleud, Belgium
(100% on-site)
Requirements:
* Higher vocational training in a relevant discipline with 1 year of post-related experience, or a secondary education qualification with 3 years of post-related experience.
* Minimum 1 year of experience in responsible administrative roles or an equivalent mix of qualifications and experience.
* Strong proficiency with Microsoft Office (Word, Excel, PowerPoint), SharePoint, and database tools.
* Excellent spoken and written English, with proven effectiveness in verbal and written communication.
* Proven experience using document management systems and SharePoint.
* Experience in roles requiring initiative, adaptability, and reliability in a demanding, fast-changing environment.
* Demonstrated ability to work effectively with minimal supervision.
Desirable:
* Thorough knowledge of NATO/NCIA administrative regulations and procedures.
* Experience taking minutes and producing accurate written transcripts.
* Prior experience delivering administrative support to executives.
* Experience working in an international, mixed military-civilian environment.
* Understanding of NATO responsibilities and organisational structures, including ACO and ACT.
Duties:
* Provide administrative support to the Business Area Chief, Business Manager, and wider NIMSC management team.
* Screen, filter, and prioritise all incoming communications, meeting requests, visitor requests, and email traffic.
* Plan, monitor, and optimise the Business Area Chief's diary, schedule, and calendar.
* Prepare and manage meeting materials, and conduct follow-up actions as required.
* Plan and coordinate travel and accommodation for the Business Area Chief and Business Manager.
* Serve as the point of contact for coordinating all NIMSC-assigned actions via the Agency Tasker Tracker and support internal allocation via the NIMSC Action Log.
* Prepare the Business Area Chief's correspondence and signature folder.
* Draft presentations, briefings, and reports, including research, references, and contextual information.
* Prepare, review, coordinate, store, release, and track all Management-In-Confidence, Personnel-In-Confidence, and formal NIMSC correspondence.
* Organise, coordinate, minute, and follow up on meetings, workshops, and events hosted by the Business Area Chief.
* Summarise and synthesise received information, highlight gaps or inconsistencies, and present clarifications to the Business Area Chief.
* Support ongoing development and improvement of NIMSC intranet pages and promote Business Area Chief communication across the workforce.
* Represent the Business Area professionally as the primary point of contact across all communication channels.
* Perform any additional duties as required.
* Deputise for higher-grade staff when necessary.
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