Executive Assistant

Spektrum supports apex purchasers (NATO UN EU and National Government and Defence) and their Tier 1 supplier ecosystem with a wide range of specialist services. We provide our clients with professional services specialised aerospace and defence sales delivery and operational subject matter expertise. We are looking for personnel to join our team and support key client projects.

Who we are supporting

The NATO Communication and Information Agency (NCIA) is responsible for providing secure and effective communications and information technology (IT) services to NATOs member countries and its partners. The agency was established in 2012 and is headquartered in Brussels Belgium.

The NCIA provides a wide range of services including:

• Cyber Security: The NCIA provides advanced cybersecurity solutions to protect NATOs communication networks and information systems against cyber threats.
• Command and Control Systems: The NCIA develops and maintains the systems used by NATOs military commanders to plan and execute operations.
• Satellite Communications: The NCIA provides satellite communications services to enable secure and reliable communications between NATO forces.
• Electronic Warfare: The NCIA provides electronic warfare services to support NATOs mission to detect deny and defeat threats to its communication networks.
• Information Management: The NCIA manages NATOs information technology infrastructure including its databases applications and servers.

Overall the NCIA plays a critical role in ensuring the security and effectiveness of NATOs communication and information technology capabilities.

The program

Assistance and Advisory Service (AAS)

The NATO Communications and Information Agency (NCI Agency) is NATOs principal C3 capability deliverer and CIS service provider. It provides maintains and defends the NATO enterprise-wide information technology infrastructure to enable Allies to consult together under Article IV and when required stand together in the face of attack under Article V.

To provide these critical services in the modern evolving dynamic environment the NCI Agency needs to build and maintain high performance-engaged workforce. The NCI Agency workforce strategically consists of three major categorises: NATO International Civilians (NIC)s Military (Mil) and Interim Workforce Consultants (IWC)s. The IWCs are a critical part of the overall NCI Agency workforce and make up approximately 15 percent of the total workforce.

Role ID C004537

Role Duties and Responsibilities

• 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.

Essential Skills Experience and Certifications

• 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.

Education

• Higher vocational Training in a relevant discipline with 5 years post related experience. Or a secondary educational qualification with 3 years post related experience.

Working Location

• Oeiras Portugal

Working Policy

• On-site

Travel

• Some travel to other NATO sites may be required

Security Clearance

Valid National or NATO Secret personal security clearance