Management Assistant

Who we are:

For more than 75 years, NATO’s mission has been to preserve peace and security in the Alliance for nearly one billion citizens. The NATO Communications and Information Agency (NCI Agency) and its predecessors have worked tirelessly in providing the means that enable the connectedness and togetherness that keep our Alliance strong. We are the NCI Agency, a team of over 3000 civilian and military staff in 30 locations throughout Europe, North America and Asia.

Our technology and cyber experts allow NATO to conduct critical operations, protect NATO’s airspace, make data-driven decisions, defend against cyber-attacks, secure NATO networks and maintain superiority in space. This is all possible because of our greatest force, our people. In order to keep this edge we aim to hire, train and retain the very best staff.

Our staff members represent both the diversity and unity of our Alliance. When you join the NCI Agency, you will be part of an organization where you can contribute authentically to the mission and purpose of NATO and help us keep our technological edge.

About the job:

Based in The Hague, Netherlands, you will join the Agency as we embark on a journey to transform our Information Technology services to support NATO’s Digital Transformation. You will join the NATO Digital Workplace Centre (NDWC), which is responsible for the Digital Workplace, covering operational NATO services, across all content classifications and security domains, for desktop computing, mail, instant messaging, video teleconference (VTC), content services platforms, telephony, printing and mobility services. NDWC responsibilities also cover the support of digital events, meetings and large-scale conferences for both the Agency and NATO stakeholders. NDWC also has the responsibility for driving the future roadmaps of these services across the NATO Enterprise to enable a NATO Digital Workplace through new services.

We are looking for a driven and enthusiastic Management Assistant who will take on the following roles and responsibilities in direct support of the Chief of the NDWC:

• Provide personal and administrative support ensuring the efficient daily operation of the Chief’s office, provide support in overall scheduling of day-to-day business of the Chief;
• Taking into account Agency meetings and VIP visits, and the timely input to the agendas of such visits. Ensure appropriate organization and coordination of such visits;
• Determine, control and maintain the daily information flow, including e-mail, within the Office of the Chief. Initiate follow-up actions, as appropriate;
• Prepare/compose correspondence, documents, statistical information, and presentations, using word processing, spreadsheets, databases, and graphics applications as appropriate;
• Perform analyses, and compile reports and briefings as directed by Chief NDWC and leadership team;
• Lead Tasker Tracker coordination including representation of NDWC at the internal coordination meetings.

For a full list of duties, please review the job description on the NCI Agency career site.

About you:

The valuable knowledge and experience that you bring to this role are:

• Higher vocational training in a relevant discipline such as Administration with 2 years post-related experience. Or a secondary educational qualification with 4 years in administrative work;
• Experience in providing direct administrative support to an executive leader;
• Demonstrated skills in the use Microsoft applications including Share Point;
• Previous experience in leading a small/junior admin team;
• Excellent command of spoken and written English, with a proven ability to communicate effectively both orally and in writing;
• Proven experience working in a fast-paced and dynamic environment;
• Demonstrable experience of working in Administrative roles delivering results working with minimal supervision;
• Work experience in roles with significant client/customer service functions;
• Experience in applying strong time management skills and taking the initiative to ensure work is completed with high quality results;
• Experience in coordinating and organizing meetings or events;
• Experience in developing relationships across teams.

Note that the work is conducted mainly on site in The Hague, Netherlands.

What we offer:

• Genuinely meaningful work as part of the most successful alliance in history;
• 3 year contract with competitive tax-free salary and household and children’s allowances;
• Privileges for expatriate staff including expatriation and education allowances (where appropriate) and additional home leave;
• Excellent private health insurance scheme;
• Generous annual leave of 30 days plus official holidays;
• NATO Pension Scheme;
• Development programs such as professional training, wellbeing, and more.

To learn more about NCI Agency and our work, please visit our website.

The NCI Agency prides itself on being an equal opportunity employer. We are committed to fostering an inclusive environment of mutual respect and value uniqueness and differences in gender, gender identity, race, ethnic or cultural origin, age, religion, sexual orientation and physical or neurocognitive ability. 

Additional details on the conditions of application can be found here via the NCI Agency career site.