Remote Governance & Secretariat Specialist

Spektrum; Brussel; Sur place; EUR 55 000 - 90 000; Plein temps

Résumé du poste

Spektrum supports apex purchasers (NATO, UN, EU, and National Government and Defence) and their supplier ecosystem with professional services and IT/administrative support. The NATO Communications and Information Agency engagement requires handling information portals, governance, and logistics for meetings and external events.

The role encompasses document management, recording meeting minutes, and end-to-end Secretariat support across multinational settings.

Qualifications

• Higher vocational training in a relevant discipline with 4 years post-related experience; or secondary educational qualification with 6 years post-related experience.
• Strong verbal and written communication for interacting with clients, staff, and management.
• Meticulousness in checking documents for errors and ensuring accuracy.
• Prior experience of working in an international environment comprising both military and civilian elements.
• Ability to handle unexpected issues, challenges, and shifting priorities.
• Ability to manage multiple tasks, prioritize, and meet deadlines.
• Ability to work independently or as part of a team.
• Expertise in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint);
• Awareness/Knowledge of ITIL Foundation
• At least 3-year experience in NATO or multinational environments is strongly desirable.

Responsabilités

• Manage & maintain AFS information Knowledge Portals on low and high side.
• Governance of portal taxonomy, metadata standards, and lifecycle of articles, FAQs, and multimedia assets.
• Regular status meetings, KPI tracking, and executive summaries.
• Document Preparation: Gather, format, and organize all required files, documents and supporting materials so they meet formal standards.
• Coordination: Act as the central point of contact among authors, reviewers, legal/compliance teams, and external partners.
• Workflow Management: Design, implement, and monitor a clear process using DMS tools with deadlines and reminders.
• Quality Assurance: Verify documentation complies with naming conventions, version-control policies, and regulatory requirements.
• Reporting & Continuous Improvement: Generate status dashboards and propose refinements to streamline processes.
• Recording Meeting Minutes: Provide end-to-end support for recording discussions and delivering draft minutes for chairs.
• Logistical and Communications support for external attendees and events.
• Pre-event Registration; Verify identity; Welcome desk; Escort to sessions.
• Real-time issue resolution; Distribute agendas; Collect feedback surveys.
• General Administration Support to Secretariat: Schedule meetings, prepare invites, gather topics, attach documents, capture decisions.
• Maintain an action-item register, assign owners, and track due dates.
• Draft and circulate meeting minutes and status updates.

Connaissances

Strong communication

Attention to detail

Multinational environment experience

Time management

Independent / team work

Problem solving

Formation

Higher vocational training in a relevant discipline

Secondary education with 6+ years of experience

Outils

Microsoft Office Suite

SharePoint

Outlook

Description du poste

Spektrum supports apex purchasers (NATO, UN, EU, and National Government and Defence) and their supplier ecosystem with professional services and IT/administrative support. The NATO Communications and Information Agency engagement requires handling information portals, governance, and logistics for meetings and external events.

The role encompasses document management, recording meeting minutes, and end-to-end Secretariat support across multinational settings.