C005457 Administrative Assistant (NS) - THU 8 Oct

EMW; Castellammare del Golfo; In loco; EUR 25.000 - 36.000; Tempo pieno

Descrizione del lavoro

EMW is seeking an Administrative Assistant to act as a key link between management and staff, providing essential administrative support and ensuring smooth daily office operations at Sigonella, IT. The role involves managing leadership schedules, coordinating correspondence, and organizing meetings.

Candidates should have higher vocational training or equivalent experience, strong English language skills, and proven office experience.

Competenze

• Security clearance NATO Secret is required and must be valid at submission.
• Education: Higher vocational training in a relevant discipline with 2 years post-related experience, or secondary education with 4 years post-related experience.
• Experience in an office environment using office management systems and procedures.
• English language proficiency required; basic Italian desirable.

Mansioni

• Provide administrative support to leadership; manage schedules and correspondence.
• Coordinate meetings and maintain records; support day-to-day office operations.
• Develop and maintain filing systems; assist in creating reports and documents.
• Input and analyze data in spreadsheets using basic functions.

Conoscenze

Communication skills

Time management

Multi-tasking

English language

Formazione

Higher vocational training

Strumenti

Office management systems

Descrizione del lavoro

Contract Summary

Deadline Date: Thursday 8 October 2026

Requirement: Administrative Assistant

Location: Sigonella, IT

Full Time On-Site: Yes

Time On-Site: 100%

Total Scope of the request (hours): 350

Required Start Date: 13 November 2026

End Contract Date: 31 December 2026

Required Security Clearance: NATO SECRET

Duties & Role

Role: 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

Skills, Knowledge & Experience

• 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