Administrative Assistant

NCIM; Catania; On-site; EUR 28,000 - 38,000; Full time

Job summary

NCIM in Italy seeks an experienced administrative professional to support day-to-day office operations across functions. You will assist the team with information, plan meetings, maintain policies, and manage reports and filing systems, enabling smooth workflows.

The role requires strong English (NATO STANAG 6001 level) and proven time management, flexibility, and problem solving in a fast-changing environment. Security clearance (NATO Secret) is required at submission time for the contract.

Qualifications

• Excellent written and verbal communication skills.
• Proven ability to solve problems and manage time effectively.
• Experience in an office environment using standard management procedures.
• Ability to adapt to changing tasks and priorities.
• NATO STANAG 6001 level English (Listening 3, Speaking 3, Reading 3, Writing 3) or CEFR B2-C1.
• Security clearance (NATO Secret) provided by national security orgs at submission.

Responsibilities

• Assist the team/manager with information needed for ongoing processes.
• Help in planning for meetings and coordinating across functions.
• Update and maintain office policies and procedures.
• Develop administrative processes and routing between functions.
• Coordinate preparation and distribution of standard reports (e.g., status or activity).
• Handle equipment or staff requisitions and maintain service agreements.
• Maintain filing systems (physical and electronic).
• Provide comprehensive administrative support for the location.
• Perform data input, calculations and basic analytics in spreadsheets.

Skills

Communication skills

Time management

Multi-tasking

Problem solving

Flexible

Office environment

Education

Higher vocational training (2+ years post-related)

Secondary education (4+ years post-related)

Job description

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.

Requirement

• 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.
• 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).
• 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.

Preferences

• Work of the NCI Agency is conducted in the English language (basic Italian desirable).