NATO Secret Project & Service Support Specialist

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

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.