Senior Administrative Assistant

This is a position within the NATO Communications and Information Agency (NCIA), an organization of the North Atlantic Treaty Organization (NATO). The incumbent of this post is responsible for service management and administrative support necessary for timely and thorough reporting on all Services supported, and assist ensuring Service quality, value, and operational efficiency.

Requirements

Tasks:

Maintains a knowledge management database.

• Leverages knowledge of a specialism to capture and classify content, taking expert advice when required.

• Assists the team/manager in ensuring they have the information needed to support ongoing team processes.

• Assists in planning for meetings.

• Sets up and provides detailed guidance on software, procedures, processes, tools and techniques for administration and workplace productivity.

• Liaises and organises across functions.

• Updates and maintains office policies and procedures.

• Customizes time ranges, size, shape, layout, etc. in own calendar.

• Receives meeting requests from others and manages own calendar accordingly .

• Uses software to create and review personal tasks and appointments.

• Creates and sends requests for group appointments and meetings.

• Views, retrieves and updates own calendar entries in accordance with procedures and conventions.

• Assists in developing administrative process flow to and from other functions and departments.

• Coordinates preparation and distribution of standard reports (e.g. status or activity).

• Processes and documents requirements for equipment or staff requisitions.

• Manages current equipment service agreements and support services.

• Develops and maintains physical and electronic filing systems.

• Performs all aspects of administrative support for a location or a department.

Education

• Higher vocational training in a relevant discipline with 1 years post-related experience. Or a secondary educational qualification with 3 years post-related experience.
• Minimum of 1 year of recent experience in administrative work;
• Sound knowledge and experience in the use of Microsoft office automation packages (Word, Excel, PowerPoint and Access or other database application), in the use of computer-based tools for project control and experience in maintaining and established web page