[6445] Project and Service Management Assistant

GardPass Consulting & Space; Brussel Hoofdstad; On-site; EUR 45,000 - 65,000; Full time

Job summary

GardPass Consulting & Space in Brussels is seeking a Project and Service Assistant to support project managers and service teams. The role requires an active NATO SECRET security clearance, negotiable start date, and a strong ability to manage schedules, meetings, and documentation across cross-functional teams.

You will track milestones, budgets, and progress, prepare status reports, coordinate with stakeholders, and ensure data quality in ERP/BI tools.

Qualifications

• Active NATO SECRET clearance required.
• At least 3 years' experience in a project administrative support role.
• Experience organizing and maintaining project documentation with version control and archiving.
• Experience with documentation management systems and data analysis tools (e.g., Excel, SharePoint).
• Experience with Project management and/or ERP tools.
• Experience using BI tools to generate accounting and finance reports (including time accounting).
• Proven ability to prepare status reports and provide risk assessments.
• Proficiency in tracking milestones, timelines, budgets and progress reporting.
• Experience serving as liaison between stakeholders and distributing updates.
• Knowledge of project budgeting and reporting on financial performance.
• Strong organizational and multitasking abilities.

Responsibilities

• Assist PMs and service teams with day-to-day operations to ensure tasks are completed on time and within scope.
• Coordinate schedules, organize meetings, prepare documentation, track project progress and maintain records.
• Handle service requests, monitor deadlines, manage invoices or purchase orders, and support reporting activities.
• Maintain quality standards and escalate complex issues to senior staff as needed.
• Provide project-related support including meeting minutes and note-taking for project meetings and board.
• Oversee and coordinate project-related meetings and stakeholder support.

Skills

NATO SECRET clearance

Project administration

Documentation management

Data analysis tools

BI tools

Budget tracking

Meeting coordination

Stakeholder communication

English proficiency

Tools

Excel

SharePoint

PM tools

ERP tools

Job description

Start date: Negotiable

Clearance required: NATO Secret

Location: Brussels, Belgium

Requirements

• The candidate must have a currently active NATO SECRET security clearance.
• At least 3 years' experience in a progressively responsible project administrative support role.
• Experience in organizing and maintaining project documentation, ensuring version control, and archiving.
• Experience of documentation management systems and data analysis tools (e.g., Excel, SharePoint).
• Experience with Project management and/or Enterprise Resource Planning tools.
• Experience in the use of Business Information (BI) Tools to generate accounting and finance reports (including time accounting).
• Proven experience in preparing status reports, and providing risk assessments.
• Proficiency in tracking project milestones, timelines, budgets, and progress reporting.
• Experience serving as a liaison between stakeholders, responding to queries, and distributing updates.
• Knowledge of project budgeting and experience in tracking and reporting on financial performance.
• Strong organizational and multitasking abilities.
• High attention to detail and accuracy.
• Strong organizational skills with the ability to prioritize tasks effectively.
• Excellent interpersonal skills, enabling effective communication with stakeholders at all levels.
• Ability to train and support team members on management tools.
• Knowledge of NATO responsibilities and organization.
• Highly motivated, team player, able to work collaboratively within cross-functional teams.
• Strong listening, writing and communication skills in English (additional languages is considered a plus).
• Advanced analytical skills.
• Experience in organizing meetings, conferences and events, coordinating with various stakeholders.

Duties & Role

A Project and Service Assistant is responsible for assisting project managers and service teams with day-to-day operations, ensuring tasks are completed on time and within scope. They coordinate schedules, organize meetings, prepare documentation, track project progress, and maintain accurate records. The role may also handle service requests, monitor deadlines, manage invoices or purchase orders, and support reporting activities. Maintaining quality standards, resolving minor issues, and escalating more complex matters to senior staff are also key responsibilities.

• Overall, the position ensures efficient project execution and high-quality service support while keeping communication clear and processes organized.
• The contractor will provide support services and deliverables as follows:
• Project management support.
• Support project-related presentations and documentation.
• Oversee and maintain data quality in Business Management Tools.
• Support issuance of Purchase Requests, Purchase Orders and Operational Level Agreements.
• Produce Meeting minutes and note taking for project meetings and Project/Programme board.
• Manage and coordinate project-related meetings.
• Stakeholder support.

Specific Working Conditions: Local travel expected: once every two weeks to another NCIA office location (Mons, BLA) or to the Hague.