[6378] Administrative Assistant

GardPass Consulting & Space; Lentini; In loco; EUR 30.000 - 45.000; Tempo pieno

Descrizione del lavoro

GardPass Consulting & Space in Sigonella, Italy, is seeking an administrative support professional to act as a crucial link between management and staff, ensuring smooth day-to-day operations and coordinating schedules and correspondence.

The candidate will provide leadership support, organize meetings, maintain records, and help develop administrative processes across functions. NATO Secret clearance is required, with English language skills (B2-C1) emphasized for communication.

Competenze

• Excellent written and verbal communication skills.
• Proven time management and multitasking abilities in a changing environment.
• Experience in office environments and using office management systems.
• Education: higher vocational training with 2 years post-related experience or secondary qualification with 4 years post-related experience.

Mansioni

• Facilitate essential administrative support and ensure smooth day-to-day operations.
• Plan for meetings and coordinate across functions.
• Maintain records and update office policies and procedures.
• Prepare and distribute standard reports (e.g. status or activity).
• Process equipment or staff requisitions and manage service agreements.

Conoscenze

Communication skills

Time management

Multi-tasking

Problem solving

Formazione

Higher vocational training with 2 years post-related experience

Secondary education with 4 years post-related experience

Strumenti

Office management systems

Descrizione del lavoro

Start date: Negotiable

Clearance: NATO Secret

Location: Sigonella, Italy

Acts as a crucial link between management and other staff by facilitating essential administrative support and ensuring smooth day-to-day operations of the office. Provides administrative support to the leadership team by managing schedules, coordinating correspondence, organizing meetings and maintaining records.

Duties

• Assists the team/manager in ensuring they have the information needed to support ongoing team processes.
• Assists in planning for meetings.
• Liaises and organises across functions.
• Updates and maintains office policies and procedures.
• Assists in developing administrative process flow to and from other functions.
• Coordinates preparation and distribution of standard reports (e.g. status or activity).
• Processes and documents requirements for equipment or staff requisitions.
• Manages current equipment service agreements and support services.
• Develops and maintains physical and electronic filing systems.
• Performs all aspects of administrative support for a location.
• Inputs, calculates and analyses data in spreadsheets by the use of basic functions such as if, sum, count or average using simple and conditional formulas.

Requirements

• The candidate has a security clearance (NATO Secret), provided by the national security organization valid at the time of submission of the bid and covering the period of the contract.
• Education: Higher vocational training in a relevant discipline with 2 years post-related experience. Or a secondary educational qualification with 4 years post-related experience.
• Experience working in an office environment utilizing office management systems and procedures.
• Experience in problem solving and proven ability to be flexible when needed.
• Excellent written and verbal communication skills.
• Proven experience in effective time management and multi- tasking in an ever-changing environment.
• Work of the NCI Agency is conducted in the English language (basic Italian desirable)
• Level 3 English language skills according to NATO STANAG 6001: Listening (3); Speaking (3); Reading (3); and Writing (3) or according to Common European Framework of Reference for Language level B2-C1/Upper Intermediate-Advanced level.