Executive Assistant

Overview

Provide high-level administrative support to the Chief NIMSC, including extensive calendar management and arranging meetings with internal and external stakeholders. This role acts as the first point of contact within the NIMSC front office, managing incoming communication and prioritizing tasks in a confidential environment.

Tasks Summary

• Provide direct administrative support to the Chief NIMSC
• Run and coordinate the NIMSC Front Office
• Act as a key coordination point across Business Units, Heads of Office, and external stakeholders
• Act as time steward and coordination authority for the Chief’s engagements
• Manage complex calendars and senior-level meetings
• Coordinate internal and external engagements
• Arrange travel and support distinguished visitor engagements
• Prepare, coordinate and follow up on senior-level meetings, including action tracking
• Capture and manage meeting minutes and tasking
• Establish and maintain communication channels with stakeholders
• Manage incoming communications and prioritise tasks appropriately
• Support internal communication flow
• Present data in creative and structured formats
• Manage documentation and large volumes of information effectively
• Draft correspondence and communications on behalf of the Chief as required
• Maintain situational awareness of Chief NIMSC priorities
• Anticipate administrative and coordination requirements
• Support coordination of visits, events, and leadership engagements
• Remain composed and solutions-oriented in a fast-paced, multinational environment

Experience Requirements

• 3-years post-related experience with higher vocational training in a relevant discipline
• 5-years post-related experience with a secondary educational qualification
• Strong capability in coordinating tasks across multiple stakeholders, both internal and external
• Proven ability to organise travel and support senior-level engagements and visits
• Effective document and information management, including handling large volumes of material with accuracy
• Excellent minute-taking skills
• Ability to operate independently, manage competing priorities, and perform effectively in a fast-paced environment
• Proactive approach to clarifying requirements and anticipating leadership needs
• Demonstrated leadership and team-oriented mindset within a small front office environment
• Strong organisational, analytical, and coordination skills combined with sound judgement and discretion
• Experience supporting senior leadership within a structured governance or matrix environment
• Experience working in a multinational, governmental, or military environment is desirable
• Familiarity with protocol, rank structures, or formal organisational environments is considered an asset
• Experience handling confidential personnel or operational matters

Qualification Requirements

Other Details

Languages Required: • Fluency in English, both written and spoken

Languages Preferred:

Contract Duration: 5 year contract

Work Modality:

Remuneration: • 5,393.24 Euro (EUR) Monthly