Would you like to join the leading international intergovernmental organization?

Under the primary direction of the NIMSC Business Area Chief, the incumbent provides comprehensive, effective, and efficient administrative support to the Front Office. This role is pivotal in ensuring the smooth operation of the Business Area by managing communications, schedules, correspondence, and task coordination, while representing the office with a high degree of professionalism.

Responsibilities:

• Provide direct administrative support to the NIMSC Business Area Chief, Business Manager, and other management staff as required.

• Screen, filter, and prioritise all incoming communications, including emails, meeting requests, and visitor inquiries.

• Proactively manage, monitor, and optimise the complex diary, schedule, and calendar of the Business Area Chief.

• Coordinate and prepare all necessary materials, agendas, and follow-up actions for meetings involving the Business Area Chief.

• Plan and arrange all travel, including itinerary and accommodation, for the Business Area Chief and Business Manager.

• Serve as the focal point for coordinating assigned NIMSC actions using the Agency Tasker Tracker and support internal task allocation via the NIMSC Action Log.

• Prepare and manage the Business Area Chief’s correspondence and signature folder.

• Draft, format, and finalise presentations, briefings, and reports, ensuring accuracy and consistency.

• Prepare, review, coordinate, store, release, and track all sensitive correspondence (Management/Personnel-In-Confidence) and formal NIMSC communications.

• Organise, coordinate, minute, and follow up on meetings, workshops, and events hosted by the Business Area Chief.

• Prepare summaries and abstracts of information, identifying and clarifying incomplete or inconsistent data for the Business Area Chief.

• Support the development and maintenance of top-level NIMSC Intranet pages to facilitate clear communication to the workforce.

• Represent the Business Area professionally as the primary point of contact across all communication channels.

Essential Qualifications & Experience:

• Higher vocational training in a relevant discipline with 1 years post-related experience. Or a secondary educational qualification with 3 years post-related experience.

• At least 1 year of experience in responsible administrative jobs or equivalent combination of qualifications and experience

• Demonstrated skills in Microsoft Office suite, including Word, Excel, PowerPoint, SharePoint, and databases

• Excellent command of spoken and written English, with a proven ability to communicate effectively orally and in writing

• Proven experience with document management systems and SharePoint

• Experience in roles requiring the ability to take initiative and a flexible approach to respond reliably and competently to changing requirements in a demanding environment.

• Demonstrable experience in roles requiring to work with a minimum of supervision.

• Desirable Experience and Education:

  • Experience of taking minutes at meetings and accurately transcribing them.

  • Previous experience of providing administrative support to executives.

  • Prior experience of working in an international environment comprising both military and civilian elements;

  • Knowledge of NATO responsibilities and organization, including ACO and ACT.

  • Thorough knowledge of NATO/NCIA administrative regulations and procedures.

If you've read the description and feel this role is a great match, we'd love to hear from you! Click "Apply for this job" to be directed to a brief questionnaire. It should only take a few moments to complete, and we'll be in touch promptly if your experience aligns with our needs.