Executive Assistant (MSCO)

NATO; Paris; Sur place; EUR 40 000 - 60 000; Plein temps

Résumé du poste

An international defense organization in Paris is seeking an Executive Assistant. Responsibilities include organizing meetings, managing logistics, and supporting scientific teams. The ideal candidate has significant experience in administrative tasks, excellent organizational skills, and is proficient in English. This full-time role offers a competitive salary and benefits package.

Prestations

30 days annual leave

Life and medical insurance

Retirement pension plan

Expatriation allowance

Educational allowance for dependent children

Biennial home leave

Qualifications

• Five years of experience as an administrative assistant followed by two years in a similar position.
• Experience with computer operation, word processors, and database software.
• Ability to carry out complex administrative tasks independently.

Responsabilités

• Organizing logistical aspects of off-site activities.
• Advising Technical Teams and managing scientific publication lists.
• Supporting scientific messaging efforts.

Connaissances

Time Management

Microsoft Office

Organizational skills

Microsoft Outlook

Microsoft Word

Personal Assistant Experience

Microsoft PowerPoint

Calendar Management

Microsoft Excel

Administrative Experience

Google Suite

Formation

Post high-school specialized education as multilingual personal assistant

Description du poste

SCIENCE AND TECHNOLOGY ORGANIZATION

COLLABORATION SUPPORT OFFICE

NOTIFICATION OF A G10 GRADE VACANCY

OPEN TO NATIONALS OF NATO MEMBER STATES ONLY

Post Title : EXECUTIVE ASSISTANT

Grade : NATO Grade G10

Duty location : Paris (Neuilly-sur-Seine) France

Duty start : 03 November 2025

Closing Date : 05 September 2025

Vacancy ref. : 251099

1. POST CONTEXT AND RESPONSIBILITIES

The STO Collaboration Support Office (CSO) is one of the three executive bodies of the STO. The mission of the NATO STO is to help position the Nations and NATOs S&T investments as a strategic enabler of the knowledge and technical advantage for the defence and security posture of NATO Nations and partner Nations.

As described in the STO Charter the STO Collaboration Support Office (CSO) is one of the executive bodies of the STO. Within the framework of the STO Collaborative business model the CSO through the Panel Offices and the Modelling and Simulation Coordination Office (MSCO) provides executive and administrative support to the S&T activities conducted through the STO level 2 committees and level 3 working groups.

The position title is Executive Assistant to one of the Panels or Group of the STO-Collaboration Support Office (CSO). The Panels and the Group are the STO Level 2 Committees composed of experts appointed by the member nations and NATO staffs integrating S&T information exchange and cooperative S&T activities.

Under the direction of the Supervisor he / she is responsible for :

1. In coordination with the hosting Nation organizing logistical aspects of off-site activities such as Business Meetings and Symposiums and managing the administrative aspects for such meetings.

2. In coordination with the internal CSO support services organizing administrative and logistical aspects for on-site activities such as Technical Team and Exploratory Team meetings.

3. Advising Technical Teams and collecting assembling and verifying content lists of scientific publications for editing approval and translation by the Publication Office.

4. Supporting scientific messaging efforts by compiling content for communication products.

5. In the area of Information / Project Management : developing methodology for administrative tasks. Maintaining records contacts and database as required. Collaborating with colleagues to ensure an exchange of information and best practices implementation. Administrative management of the various projects (e.g. events organization publication process) respecting deadlines resources and priorities.

6. Conducting pre-trips across the Alliance and to Partner Nations regarding future Symposia and Business Meetings. The incumbent must be able to advise on the necessity for a pre-trip judge the adequacies of local arrangements propose and advise the local Host Coordinator on venue arrangements and organization of Symposia and Business Meetings. Supervising the local support staff provided by the Host Nations at these meetings.

7. Representing the Panel in line with the delegation of duties and tasks given by the Supervisor in dealing with the CSO Staff authorities in NATO and high level persons working outside the doing so he / she uses in-depth knowledge and experience of CSO operating procedures and acquired knowledge and experience to respond to queries.

8. Contributing to the elaboration of the Decisions Sheets : proof-reading editing and cross checking the contents of Decision Sheets and Agendas in collaboration with the Supervisor as a joint editorial function.

9. Providing the Principal Assistant (CPoW Contracting) the information required for initiating the contract procedures related to the Collaborative Program of Work (CPoW). Assisting in following-up with all contractors (consultants Group Members Partners and others) in liaison with the Principal Assistant (CPoW Contracting).

10. Preparing documents of non-technical nature for signature.

11. Assisting the Supervisor in the preparation and management of the Panel or Group Program of Work the Cooperative Planning Program and Consultant and Exchange Program Budgets. Initiating and maintaining up to date Panel or Group Spending Plan.

12. Providing material for the preparation of agendas and associated documents collecting and preparing background material for committee sessions of the Panel or Group.

13. Preparing the Panel or Group Offices yearly travel plan and enter approved missions into the financial system. Arranging travels as required for the Supervisor and self.

14. Assisting as required the Security Office in ensuring that security procedures are followed which may include taking care of classified mail and material.

2. AUTHORITY

The Executive Assistant reports to the Group or Panel Supervisor.

3. QUALIFICATIONS

ESSENTIAL

Professional / Experience

a) Five-year experience as an administrative assistant followed by two years in a administrative position at same level of responsibilities.

b) Experience in the operation of computers word processors and database software.

c) Ability to carry out complex administrative tasks independently or with minimum supervision.

Education / Training

a) Have successfully completed a post high-school specialized education as a multilingual personal assistant or demonstrated equivalent training.

b) Be able to take notes and write meeting reports

Language requirements

Very Good knowledge of one of the two official NATO languages (SLP : 4343) and a fair knowledge of the other (SLP : 2222). The work is mainly conducted in the English language.

DESIRABLE

Professional / Experience

Prior experience as an Assistant in a Scientific and / or Technological professional environment would be considered an advantage.

Education / Training

Advanced training in the use of office software suites.

4. COMPETENCIES

Personal Attributes

a) Reliability trustworthy discreet with high sense of responsibility.

b) Good judgment.

c) Ability to take initiative and to work independently. Should possess a flexible approach allowing the incumbent to respond reliably and competently to changing requirements.

d) Willing to travel several times a year.

e) Willing to accept occasional prolonged duty especially on travel.

f) Capable of working in a demanding scientific international environment.

g) Personal qualities of tact judgment adaptability.

h) Diplomacy and propriety in order to work harmoniously with colleagues and other staff both civilian and military from NATO and non-NATO Nations as well as with staff from private scientific / industrial organisations.

Managerial Responsibilities

a) The incumbent is able to work independently whenever necessary and ensures the continuity of the Panel or Groups activities on a day-to-day basis as well as during absences of the Supervisor.

b) Manages administrative and logistical aspects of Panel or Group events and supervises local support staff provided by the Host Nations at meetings.

Professional Contacts

Liaises with individuals in high level scientific international programs Panel or Group Members Authors and attendees at meetings at varying senior levels the Office of the Chief Scientist (OCS) the National Coordinators offices.

Contribution to the Objectives

As the Panel or Group Supervisor rotates every three years the incumbent under a NATO International Civilian Post assists the Supervisor taking up duties and also in preparing and coordinating the execution of all administrative tasks associated with Panel or Group meetings.

5. SECURITY CLEARANCE LEVEL

The applicant must be eligible for a NATO Secret security clearance.

6. WORKING ENVIRONMENT

Normal office work environment with occasional long hours and travels abroad.

7. EMPLOYMENT TERMS AND CONDITIONS

The position is at grade G10. The starting basic monthly salary will be Euro 5241.20 (2025 salary value) exempt from income tax. Specific allowances may apply depending on personal circumstances of the incumbent.

NATO International Civilian employees benefit 30 days of annual leave life and medical insurance and a retirement pension plan; expatriated Staff also benefits an expatriation allowance educational allowance for dependent children and biennial home leave.

In accordance with the NATO Civilian Personnel Regulations the successful candidate will be offered a definite duration contract of three years which may on conditions be followed by another contract subject to the r egulations in force at the date of the contract.

The appointment is subject to the receipt by the CSO of a security clearance (provided by the national Authorities of the incumbent) and to the delivery of a certificate of medical fitness by the CSO Medical Advisor.

8. APPLICATION PROCEDURE

Only nationals of the 32 NATO member countries can apply for this position.

Applications must be submitted as follows as applicable :

For NATO serving civilian Staff members only : please apply via the internal recruitment portal (for more information please contact your local Civilian HR Manager) .

For all other applicants : Selection Panel will evaluate the applications. Applicants who pass the initial screening by the Selection Panel will be invited to attend an interview with the Selection Panel . Candidates will attach a resume an application letter and educational qualifications certificates to their NTAP application.

Due to the large number of potential candidates telephone or email enquiries cannot be dealt with.

Notes : NATO as employer values diverse backgrounds and perspectives and is committed to recruiting and retaining a diverse and talented workforce. NATO welcomes applications of nationals from all Member States and strongly encourages women to apply. According to the NATO Civilian Personnel Regulations Staff members are appointed on the condition that they are over 21 and under 60 years of age at the time of taking up their appointment. However appointment may be offered to candidates of 60 years of age or more provided that the expiry date of the contract is not later than the date at which the candidate attains the age of 65.

Key Skills

Time Management,Microsoft Office,Organizational skills,Microsoft Outlook,Microsoft Word,Personal Assistant Experience,Microsoft Powerpoint,Calendar Management,Microsoft Excel,Administrative Experience,Microsoft Outlook Calendar,Google Suite

Employment Type : Full-Time

Experience : years

Vacancy : 1