Spektrum
ExecutiveAssistant
“Executive Assistant at Spektrum. Manages the delivery of business administration services. Manages time and diary for senior managers”
Industry & Context.
Problem-solving skills; Diagnoses common software problems
Travel to other NATO sites may be required, Valid National or NATO Secret personal security clearance
What They're Looking For.
Must Have
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 planning, analytical and problem-solving skills, Previous experience in providing guidance and applying leadership skills when working with junior administrative assistants, 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, Higher vocational training in a relevant discipline with 3-years post-related experience, Secondary educational qualification with 5-years post-related experience
Nice to Have
Training or coursework in business administration, management support, or a related field
What You'll Do.
Manages the delivery of business administration services
Manages time and diary for senior managers
Filters and prioritises meeting requests
confidential information
Ensures managers have information and resources
Creates multi-level and repeating tasks
Manages multiple calendars
Helps others understand calendaring software
attachments or reminders
Prints using varied and complex setup
Compares and contrasts functionality
Consults others on tool use
Applies advanced features of office products
Participates in evaluation of new office support tools
Determines which office products can interact
Diagnoses common software problems
Works with office support software
Organizes and coordinates large meetings
Contributes to office administration improvements
Consults on enterprise office administration activities
Designs office administration functions
Monitors industry and marketplace trends
Monitors effectiveness of support
Establish and maintain communication channels
Present data in creative formats
Acts as key member of NIMSC Front Office
Supports coordination across Business Units
Maintains situational awareness of Chief NIMSC priorities
Assists with coordination of visits
Supports internal communication flow within NIMSC
Perform other duties as may be required
Deputise for higher grade staff
How You'll Work.
Team & Collaboration
Coordination across Business Units, Heads of Office, and external stakeholders; Supports internal communication flow within NIMSC
Process & Methodology
Action tracking, Task coordination
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