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

WLG; Napoli; On-site; EUR 30,000 - 45,000; Full time

Job summary

WLG seeks an administrative assistant to support its leadership team at an international site on the Sicilian coast. You will link management with staff, keep the week organized, and ensure information flows smoothly across functions.

Applicants should bring extensive office experience, strong English, and the ability to adapt to changing priorities in a fast-paced environment.

Qualifications

• Higher vocational training with post-related experience or equivalent qualification.
• Experience in an office environment with established management systems and procedures.
• Flexibility and problem-solving when daily plans change; strong multitasking abilities.
• Excellent written and spoken English; basic Italian is a bonus.

Responsibilities

• Manage diaries and correspondence for the leadership team and plan important meetings.
• Ensure the team has necessary information and liaise across functions to obtain it.
• Maintain up-to-date office policies, procedures and administrative processes.
• Prepare and circulate standard status and activity reports.
• Handle requisitions for equipment and staff and oversee service agreements.
• Build and maintain filing systems, both physical and electronic.
• Work with spreadsheets using everyday functions and reporting formulas.

Skills

Diary management

Cross-functional liaison

Office administration

Spreadsheets

Education

Higher vocational training

Tools

Microsoft Office

Excel

Email management

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.