Secretariat Coordinator — Document and Meeting Management for NATO with security clearance

Wlgroup; Brussel; Sur place; EUR 42 000 - 64 000; Plein temps

Résumé du poste

Wlgroup in Belgium seeks a meticulous Secretariat professional to support a defence governance structure. You will organize meetings, record discussions, and ensure documents and minutes are accurate and auditable, while keeping information portals current and well-structured.

You will work with senior stakeholders across military and civilian elements, handling confidential guidance, policy and doctrine materials, and coordinating conference logistics for secure participation and timely actions.

Qualifications

• Strong written and verbal communication with clients, staff and management.
• Meticulous document review and error checking to ensure accuracy.
• Experience in an international environment with military and civilian elements.

Responsabilités

• Managing and maintaining information portals: content currency, taxonomy, metadata standards, lifecycle of articles and multimedia.
• Providing full document management for doctrine, policy, technical, security and process documents and related formal communications.
• Recording meeting discussions, organising capture, and delivering polished minutes for the chair.

Connaissances

Verbal and written communication

Meticulousness

Organisational skills

Multitasking

ITIL awareness

Adaptability under pressure

MS Office proficiency

SharePoint familiarity

Formation

Higher vocational training in a relevant discipline

Secondary qualification with six years of related experience

Outils

Word

Excel

PowerPoint

Outlook

SharePoint

Description du poste

A governance and management structure inside a defence organisation needs a secretariat that works. Policies, doctrine, technical and assurance documents all have to be findable and current; committees and executive meetings have to be organised, minuted and followed up; and the record has to stand up to scrutiny afterwards.

This is that job. It suits someone who is genuinely meticulous, comfortable with senior people, and quietly relentless about actions that have not been closed.

What you would be doing

• Managing and maintaining the information and knowledge portals - content currency, taxonomy, metadata standards, and the lifecycle of articles, guidance and multimedia.
• Providing full document management and control for doctrine, policy, technical, security, assurance and process documents, and for the formal communications that go with them.
• Recording meeting discussions, organising what was captured, and delivering polished draft minutes for the chair to review.
• Providing conference support to significant working group and executive meetings, including the communications with external attendees so they can take part smoothly and securely.
• Running the logistics end to end: agendas built properly, action items tracked, stakeholders kept informed.
• Reporting on what the secretariat has done, and keeping the indicators and executive summaries current.

What you would bring

• Higher vocational training in a relevant discipline with four years of related experience, or a secondary qualification with six years.
• Strong verbal and written communication - you will be dealing with clients, staff and management, often in the same hour.
• Meticulousness: checking documents for errors and being the person who catches them.
• Prior experience of an international environment with both military and civilian elements.
• The composure to handle unexpected issues and shifting priorities without losing the thread.
• The ability to juggle several tasks, prioritise them and meet deadlines.
• Expertise across Word, Excel, PowerPoint, Outlook and SharePoint.
• Awareness of ITIL foundation practice.

Three years or more in a defence or multinational environment is strongly desirable.