Administrative Assistant

Spektrum; Syracuse; In loco; EUR 28.000 - 38.000; Tempo pieno

Descrizione del lavoro

Spektrum is seeking an Administrative Support professional to sustain daily office operations and provide critical support to leadership. You will manage schedules, coordinate correspondence, organize meetings, and maintain records across the organization.

The role requires strong written and verbal communication, effective time management, and the ability to adapt to changing priorities within a NATO-related project environment.

Competenze

• Experience in an office environment using office management systems and procedures.
• Ability to adapt to changing tasks and priorities with strong problem-solving skills.
• Excellent written and verbal communication, and time-management discipline.

Mansioni

• 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.
• Assists the team/manager in ensuring they have the information needed to support ongoing team processes.
• Assists in planning for meetings and coordinates across functions to maintain workflow.
• Updates and maintains office policies and procedures and documents requirements for equipment or staff requisitions.
• Manages current equipment service agreements and supports related services.
• Develops and maintains filing systems, both physical and electronic.

Conoscenze

Office administration

Communication skills

Time management

Multitasking

Problem solving

Formazione

Higher vocational training / 2 years experience

Business English

Italian language desirable

Strumenti

MS Office

Excel

Descrizione del lavoro

Spektrum supports apex purchasers (NATO, UN, EU, and National Government and Defence) and their Tier 1 supplier ecosystem with a wide range of specialist services. We provide our clients with professional services, specialised aerospace and defence sales, delivery, and operational subject matter expertise. We are looking for personnel to join our team and support key client projects.

Who we are supporting

The NATO Communication and Information Agency (NCIA) is responsible for providing secure and effective communications and information technology (IT) services to NATO's member countries and its partners. The agency was established in 2012 and is headquartered in Brussels, Belgium.

The NCIA provides a wide range of services, including:

• Cyber Security: The NCIA provides advanced cybersecurity solutions to protect NATO's communication networks and information systems against cyber threats.
• Command and Control Systems: The NCIA develops and maintains the systems used by NATO's military commanders to plan and execute operations.
• Satellite Communications: The NCIA provides satellite communications services to enable secure and reliable communications between NATO forces.
• Electronic Warfare: The NCIA provides electronic warfare services to support NATO's mission to detect, deny, and defeat threats to its communication networks.
• Information Management: The NCIA manages NATO's information technology infrastructure, including its databases, applications, and servers.

Overall, the NCIA plays a critical role in ensuring the security and effectiveness of NATO's communication and information technology capabilities.

The program

Assistance and Advisory Service (AAS)

The NATO Communications and Information Agency (NCI Agency) is NATO’s principal C3 capability deliverer and CIS service provider. It provides, maintains and defends the NATO enterprise-wide information technology infrastructure to enable Allies to consult together under Article IV, and, when required, stand together in the face of attack under Article V.

To provide these critical services, in the modern evolving dynamic environment the NCI Agency needs to build and maintain high performance-engaged workforce. The NCI Agency workforce strategically consists of three major categorise's: NATO International Civilians (NIC)'s, Military (Mil), and Interim Workforce Consultants (IWC)'s. The IWCs are a critical part of the overall NCI Agency workforce and make up approximately 15 percent of the total workforce.

Role ID – C005457

Role Duties and Responsibilities

• 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
• 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.

Essential Skills, Experience and Certifications

• 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 multitasking in an ever- changing environment.

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.
• Business English
• Italian language is desirable

Working Location

Working Policy

• Onsite

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance