Executive Office and Legal Administration Support

Executive Office and Legal Administration Support

• Working Location: Brussels, Belgium
  
• Security Clearance: NATO Secret
  
• Language: High proficiency level in English language
  

EXPERIENCE AND EDUCATION:

Essential Qualifications/Experience:

• Very strong organizational skills in office administration, event planning, diary management
  
• Demonstrated superior communication skills to achieve smooth and timely office administration
  
• Higher vocational training in a relevant discipline with 3 years post-related experience. Or a secondary educational qualification with 5 years post-related experience
  
• Demonstrable experience of working in Secretarial or Administrative posts at Executive or Board level
  
• Proven experience in using effective communication skills to ensure smooth office operations
  
• Significant experience and agility in using the Microsoft Office suite (especially Word, PowerPoint, Excel) to prepare documents and data infographics typically required in a legal office
  
• Very good knowledge of filing and archiving best practices
  
• Superior skills in drafting clear and concise letters and email correspondence
  
  Desirable Qualifications/Experience:
  
• Knowledge of NATO/NCIA administrative regulations and procedures
  
• Working ability in French
  
• Experience supporting General Counsel / Legal Director
  
• Prior experience of working in an international environment comprising both military and civilian elements
  
• Prior experience in a fast-paced legal office
  
• Experience in document search and some legal research
  
• Knowledge of NATO responsibilities and organisation, including ACO and ACT
  
  DUTIES/ROLE:
  
• Provide administrative support including: execution of diary management activity, prioritising, coordinating and scheduling diary commitments and day-to-day business of the Legal Adviser
  
• Provide administrative support to lawyers including: draft memoranda and letters to internal and external stakeholders, event organization, other administrative coordination as required
  
• Conduct office administration requirements such as space and equipment organisation
  
• Organize budget, office expenses, in coordination with Principal Assistant as required
  
• Ensure smooth and pro-active communications between all members of the legal office to ensure information is shared efficiently
  
• Organise on-boarding and off-boarding of staff in coordination with Principal Assistant
  
• Organize hospitality as required
  
• Administer all travel and planning arrangements for LEGAD including system requests and expenses;
  
• Prepare documents required for meetings and visits
  
• Develop corporate documents in Word, Excel, PowerPoint
  
• Prepare and provide input to corporate process documentation
  
• Participate in ongoing filing and IKM activities
  
• Continuously improve and standardise office procedures and actively contribute to existing organisational structure and procedures to maximise use of resources and encourage innovation;
  
• Organize and support team onsite and offsite activities
  
• Liaise with Executive Assistants in the organisation
  
• Act as backup for Principal Assistant as required