Overview
The Principal Assistant will support and coordinate the activities of the Secretary General and Deputy Secretary General, and act as the Personal Assistant to the Chief of Staff and Director of the OSG. The role involves supervising other assistants and ensuring the smooth operation of the office.
Key Responsibilities
- Assist with the day-to-day administration of the COS’s schedule, including arranging meetings, handling enquiries, and coordinating travel.
- Organise own workload to ensure accurate and timely execution of duties.
- Monitor the work flow of the OSG, ensuring deadlines are met.
- Coordinate and supervise the work of other OSG Assistants.
- Ensure proper financial procedures are followed for budget expenses and track/prepare financial documents.
- Draft and format various documents.
- Assist in screening and distributing incoming mail and coordinate timely responses.
- Collect, categorise, and track relevant information for tasks and projects.
- Maintain paper and electronic filing systems.
- Maintain lists of internal and external contacts and liaise with them.
- Serve as the first point of contact for requests directed to the COS.
- Receive and assist visitors on behalf of the COS.
- Proactively develop skills in planning, organising, new technology, languages, and communication.
- Liaise with other Assistants to leverage knowledge and stay informed of NATO policy issues.
- Find ways to be faster, better, and more effective in managing information and using NATO IS IKM and office tools.
- Perform any other related duty as assigned.
Required Experience
- At least five years' experience of senior administrative support duties with a focus on organisation, prioritisation and office/cabinet level administration.
- Extensive experience of NATO best practices and standards in the field of information and data management.
- Familiarity with the life-cycle management of documents.
Qualifications
• Good general education at least to higher secondary level.
