Job Description

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