C004849 Administrative Assistant (DCSU Front Office) (NS) - WED 3 Jun - #46331

Deadline Date: Wednesday 3 June 2026

Requirement Title: Administrative Assistant (DCSU Front Office)

Location: Mons, Belgium

Full time on-site: Yes

Total Scope of the request (hours): 975

Required Start Date: 9 July 2026

End Contract Date: 31 December 2026

Required Security Clearance: NATO Secret

Specific Working Conditions: n/a

Duties and Role

Business administration

• Manages the delivery of business administration services.

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

• Filters and prioritises meeting requests.

• Handles sensitive, confidential information.

• Ensures managers have the information and resources needed to support ongoing processes and changes in processes.

Calendaring

• Creates multi-level and repeating tasks for self and others.

• 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.

Desktop Tools

• Consults others on the use and interconnectivity of the tools.

• Participates in some advanced functions of at least one product.

• Participates in evaluation of new office support tools.

• Determines which office products can interact and how to share data.

• Performs first-level problem resolution tasks.

• Works with all kinds of office support software to finish complex tasks.

Office Administration

• Organizes and coordinates large meetings and conferences.

• Contributes to office administration improvements and best practices.

• Consults on a full spectrum of enterprise office administration activities.

• Designs office administration functions and workflow.

• Monitors industry and marketplace trends and directions for office administration.

• Monitors effectiveness of support staff; recommends improvements.

General Computer Competencies

• Manipulates files within different folders, directories, partitions, drives, etc.

• Conducts the use of keyboard and pointing devices such as a mouse or a track ball.

• Opens, closes, sizes and moves windows on a desktop.

• Performs basic file management tasks like open, close, name, save, print.

• Uses menus, toolbars, buttons and other basic GUI (graphic user interface) applications.

E-Mail Software

• Selects appropriate e-mail functions such as in-box, mail sent, drafts, trash, etc., to retrieve and store mail.

• Follows proper procedures and conventions to retrieve, create, send and store mail in accordance with organizational regulations.

• Performs basic editing functions such as copy, paste, find and replace.

• Explains the use of features including address books, distribution lists, and bulletin boards.

• Uses all basic mail handling features such as reply, forward and carbon copy(cc).

Requirements

Education:

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

Experience:

• 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 strong planning, analytical and problem-solving skills.
• Previous experience in providing guidance and applying leadership skills when working with junior administrative assistants.
• NATO Secret security clearance