Administrative Assistant (Leadership Support, Scheduling, Records) for NATO with security clearance

WLG; La Spezia; On-site; EUR 32,000 - 42,000; Full time

Job summary

WLG is seeking an administrative assistant for its leadership team at a multinational defence site in Sigonella, Sicily. You will act as the link between management and everyone else, and help the week run as planned.

This is a visible, self-contained role on the Sicilian coast, working with decision-makers within a standing framework, handling diaries, communications and office processes.

Qualifications

• Higher vocational training with post-related experience.
• Time served in an office environment with real office management systems and procedures.
• Flexibility and problem-solving when the day changes shape, and the multi-tasking to survive it.
• Excellent written and spoken English at an advanced level; basic Italian is a bonus.

Responsibilities

• Managing diaries and correspondence for the leadership team, and planning the meetings that matter.
• Making sure the team has the information it needs when it needs it, and liaising across functions to get it.
• Keeping office policies, procedures and the administrative process flow current.
• Preparing and circulating the standard status and activity reporting.
• Handling requisitions for equipment and staff, and looking after the service agreements behind them.
• Building and maintaining the filing systems, physical and electronic, so things can be found.
• Working in spreadsheets with the everyday functions and conditional formulas the reporting needs.

Skills

Office management

Problem solving

English proficiency

Italian (basic)

Education

Higher vocational training

Job description

Every well-run office has one person who makes it look easy.

A multinational defence communications site in Sigonella, Sicily, needs an administrative assistant for its leadership team: the link between management and everybody else, and the reason the week actually happens as planned.

What You Would Be Doing

• Managing diaries and correspondence for the leadership team, and planning the meetings that matter
• Making sure the team has the information it needs when it needs it, and liaising across functions to get it
• Keeping office policies, procedures and the administrative process flow current
• Preparing and circulating the standard status and activity reporting
• Handling requisitions for equipment and staff, and looking after the service agreements behind them
• Building and maintaining the filing systems, physical and electronic, so things can be found
• Working in spreadsheets with the everyday functions and conditional formulas the reporting needs

What you would bring

• Higher vocational training with post-related experience, or a secondary qualification with more of it
• Time served in an office environment with real office management systems and procedures
• Flexibility and problem-solving when the day changes shape, and the multi-tasking to survive it
• Excellent written and spoken English at an advanced level; basic Italian is a bonus

Why this one is worth a look

It is a visible, self-contained role at an international site on the Sicilian coast, working directly with the people who make the decisions, and it runs from a standing framework rather than a one-off project.