Executive Assistant - Operations and Coordination Office

NATO; France; Sur place; EUR 54 180 - 64 897; Plein temps

Avantages offerts par ce poste

30 days annual leave

Résumé du poste

NATO STOCSO, based in Paris, seeks an Executive Assistant to support the STCs within the CSO. The role involves organizing meetings, coordinating logistics, preparing and proofreading documents, and assisting in budgeting and travel planning.

You will work under the STC Executive Officer within an international, multi-cultural environment. Requirements include five years as an administrative assistant and post-high-school education as a multilingual personal assistant.

Qualifications

• At least five years’ experience as an administrative assistant, followed by two years in an administrative position at the same level of responsibilities.
• Experience operating computers, word processors and database software.
• Ability to carry out complex administrative tasks independently or with minimal supervision.

Responsabilités

• Organise logistical aspects of off-site STC activities and manage administrative aspects for meetings in coordination with the hosting Nation.
• Organise administrative and logistical aspects for on-site STC activities such as meetings.
• Assist in preparing and editing content lists of publications for the Publication Office.
• Support messaging by compiling STC-provided content for communication materials.
• Develop methodology for administrative tasks and administer projects within deadlines.

Connaissances

Administrative experience

Word processing

Database software

Independent work

Formation

Post-high-school specialised education as multilingual personal assistant

Notes and meeting reports writing

Outils

Office software suites

Description du poste

The competition for this post is provisionally scheduled during the first or second week of October 2026 at the CSO in Paris (FR) and will comprise an online language test and in‑person interview by the selection committee.

POST CONTEXT AND RESPONSIBILITIES

The NATO Science & Technology Organization (STO) is a NATO subsidiary body to the North Atlantic Council (NAC), governed by the NATO Science and Technology Board (STB). The STB reports to the NAC through the Military Committee (MC) and the Conference of National Armaments Directors (CNAD). The mission of the STO is to position the Nations and NATO Bodies’ S&T investments as a strategic enabler of the knowledge and technical advantage supporting the defence and security posture of Allies and partner Nations. The STO Collaboration Support Office (CSO) is one of the three Executive Bodies of the STO and provides executive and administrative support to the S&T activities conducted through the eight STO Scientific and Technical Committees (STCs). The CSO facilitates the world’s largest scientific network for defence and security, engaging millions of scientists and engineers in collaborative programmes. The CSO now seeks a Staff Officer to support the new Capability Coordination Group (CCGs) within the STO Collaborative Programme of Work Structure. The role is titled Executive Assistant to one of the STCs of the CSO.

FUNCTIONS INCLUDE

• In coordination with the hosting Nation, organise logistical aspects of off‑site STC activities such as Business Meetings and Symposiums, and manage administrative aspects for such meetings.
• In coordination with the internal CSO support services, organise administrative and logistical aspects for on‑site STC activities such as Technical Team and Exploratory Team meetings.
• Advising Technical Teams and collecting, assembling, and verifying content lists of scientific publications for editing, approval and translation by the Publication Office.
• Support scientific messaging efforts by compiling STC‑provided content for communication products.
• In the area of Information / Project Management: develop methodology for administrative tasks, maintain records, contacts and databases, collaborate with colleagues to exchange information and best‑practice implementation, and administer projects (e.g. event organisation, publication process) respecting deadlines, resources and priorities.
• Conduct pre‑trips across the Alliance and to Partner Nations regarding future Symposia and STC Business Meetings. Advise on pre‑trip necessity, judge adequacies of local arrangements, propose and advise the local Host Coordinator on venue, arrangements and organisation of Symposia and STC Business Meetings, and supervise local support staff provided by Host Nations.
• Represent the STC, in line with the delegation of duties from the STC Executive Officer, in dealing with CSO staff, NATO authorities and high‑level persons outside the CSO, using in‑depth knowledge of CSO operating procedures to respond to queries.
• Contribute to the elaboration of Decision Sheets: proof‑read, edit and cross‑check contents of Decision Sheets and Agendas in collaboration with the STC Executive Officer as a joint editorial function.
• Provide the Principal Assistant (CPoW Contracting) with information needed to initiate contract procedures related to the Collaborative Programme of Work (CPoW), and assist in following up with all contractors in liaison with the Principal Assistant.
• Prepare non‑technical documents for signature.
• Assist the STC Executive Officer in preparing and managing the STC’s Programme of Work, the Cooperative Planning Programme, and Consultant and Exchange Programme Budgets; initiate and maintain an up‑to‑date STC Spending Plan.
• Provide material for preparing agendas and background documents for committee sessions of the STC.
• Prepare the STC’s yearly travel plan, enter approved missions into the financial system, and arrange travel for the Executive Officer and self.
• Assist the Security Office in ensuring that security procedures are followed, including handling of classified mail and material.

REPORTING LINES

The Executive Assistant reports directly to the STC Executive Officer.

QUALIFICATIONS

Professional / Experience:

• At least five years’ experience as an administrative assistant, followed by two years in an administrative position at the same level of responsibilities.
• Experience operating computers, word processors and database software.
• Ability to carry out complex administrative tasks independently or with minimal supervision.

Education / Training:

• Completion of a post‑high‑school specialised education as a multilingual personal assistant, or equivalent training.
• Ability to take notes and write meeting reports.

Language:

• Very good knowledge of one of the two official NATO languages (SLP:4343) and fair knowledge of the other (SLP:2222); the work is mainly conducted in English.

Desirable:

• Prior experience as an Assistant in a scientific and/or technological professional environment.
• Advanced training in office software suites.
• Very good knowledge of both NATO official languages and knowledge of other European languages.

Nationality: Only nationals of the 32 NATO member countries may apply.

SECURITY CLEARANCE LEVEL

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

WORKING ENVIRONMENT

The CSO operates in an international, dynamic, multi‑cultural environment. Normal office work involves occasional long working hours, frequent business travel abroad, including weekends. The CSO is a non‑smoking workplace.

EMPLOYMENT TERMS AND CONDITIONS

The position is at grade G 10. The starting basic monthly salary is €5 335.54 (2026 value, subject to future adjustments). The post holder benefits from 30 days annual leave, life and medical insurance, a retirement pension plan, education allowance for dependent children and biennial home leave if eligible. The role is a Project‑Linked NATO International Civilian (PLN) position of three years, including a six‑month probationary period; contracts end automatically upon completion of the project or after the three‑year period has expired. The CSO Director will appoint the selected candidate through the signature of his/her contract, governed by the NATO Civilian Personnel Regulations. The appointment is subject to the receipt of a NATO Secret security clearance and a certificate of medical fitness.

LEGAL EEO STATEMENT

NATO values diverse backgrounds and perspectives and is committed to recruiting and retaining a diverse and talented workforce. NATO welcomes applications of nationals from all NATO Nations 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 appointment; 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.