C004537 Principal Assistant Business Management (NS) FRI 16 Jan

Oeiras - Portugal

Monthly Salary: Not Disclosed

Posted on: 17 hours ago

Vacancies: 1 Vacancy

Job Summary

Description

Deadline Date: Friday 16 January 2025

Requirement Title: Principal Assistant Business Management

Location: Oeiras Portugal

Full time on-site: YES

Total Scope of the request(hours): 836

Required Start Date: 09-FEB-2026

End Contract Date:31-DEC-2026

Required Security Clearance: NATO Secret

Specific Working Conditions: Work office

Duties and Role

Manages the delivery of business administration services.

Manages time and diary for individual senior managers and leadership teams.

Filters and prioritizes meeting requests.

Handles sensitive confidential information.

Ensures managers have the information and resources needed to support ongoing processes and changes in processes and enable effective cross-team coordination.

Supports department-wide information flow and alignment of administrative activities across teams.

Contributes to a culture of knowledge sharing flexibility and mutual team support.

Creates multi-level and repeating tasks for self and others including tracking of departmental actions.

Manages multiple calendars using features such as show through and adding tabs.

Helps others understand the wide range of functions available with calendaring software.

Adds notes attachments or reminders to tasks or appointments for self and others.

Prints using varied and complex setup designs and page combinations.

Compares and contrasts functionality among different releases.

Facilitates the structured sharing of key information decisions and updates across the department.

Recommends remediation actions as required.

Identifies risks around the use of information.

Reports on the consolidated status of information controls to inform effective decision-making.

Monitors the implementation of effective controls for internal delegation audit and control relating to information and records management.

Supports the implementation of information and records management policies and standard practice.

Maintain project portals and document libraries;

Report on project status;

Supports project managers in implementing changes to scope resources or timelines as needed.

Ensures change management procedures are documented and executed in line with organizational policies.

Contributing as needed in project delivery: review project documents site implementation change management risk & issue management etc.

Deals with problems and issues managing resolutions corrective actions lessons learned and the collection and dissemination of relevant information.

Implements stakeholder engagement/communications plan.

Collects and uses feedback from customers and stakeholders to help measure the effectiveness of stakeholder management.

Helps develop and enhance customer and stakeholder relationships.

Supports in the planning and organization of internal and external stakeholder events workshops and initiatives

Compiles and produces meeting minutes engagement reports and action plans to support stakeholder relationships

Assists in the effective planning and control of resources.

Assisting in resource allocations

Ensures proper resource allocation and monitoring to meet deadlines.

Monitoring project performance and approving time from resources

Coordinate with Resource Managers in respect to availability of resources to undertake activities on projects.

Requirements

NATO Secret security clearance
Higher vocational Training in a relevant discipline with 5 years post related experience. Or a secondary educational qualification with 3 years post related experience.
Strong analytical business analysis Power BI and reporting skills
Strong experience with agile ways of working and tools for Kanban boards
Thorough knowledge of computer-based tools for project planning/control and resource management (like MS Project or Service Now)
Experience in the application of strong planning analytical and problem-solving skills
Experience in roles requiring excellent inter-personal skills and the ability to be responsive and sensitive to both external and internal customers and staff
Proven ability to build relationships with a variety of stakeholders
Strong communication skills in writing speaking and presenting
Experience in the application of strong planning analytical and problem-solving skills.

Required Experience:

Staff IC

DescriptionDeadline Date: Friday 16 January 2025Requirement Title: Principal Assistant Business ManagementLocation: Oeiras PortugalFull time on-site: YES Total Scope of the request(hours): 836Required Start Date: 09-FEB-2026End Contract Date:31-DEC-2026Required Security Clearance: NATO SecretSpecif...