Senior Administrative Assistant

Spektrum Labs, Inc.; Bydgoszcz; On-site; PLN 60,000 - 80,000; Full time

Job summary

Spektrum Labs, Inc. is seeking an administrative support specialist to join the team working with NATO NCIA-related programs in Bydgoszcz, Poland.

The role focuses on knowledge management, learning coordination, and office administration to support day-to-day operations. Key responsibilities include maintaining knowledge databases, organizing training records, coordinating meetings, and ensuring compliant information handling.

Qualifications

• Higher vocational training in a relevant discipline with 1 year of related experience.
• Experience in office environments with management systems and procedures.
• 3+ years of experience with Microsoft Office (Word, Excel, PowerPoint and database apps).
• SharePoint design, administration and/or management training.
• Excellent written and verbal communication skills.
• Valid NATO Secret security clearance.

Responsibilities

• Maintain knowledge management database and contribute to policies and guidelines.
• Maintain information handling procedures and classify content with expert advice.
• Act as learning coordinator: book and organize learning activities and training records.
• Assist team and manager with information needed to support processes and plan meetings.
• Provide guidance on software, procedures, tools for administration and productivity.
• Coordinate across functions and maintain office policies and procedures.
• Manage email per regulations and explain address books and distribution lists.
• Manage in-processing and out-processing for personnel.
• Support administrative process flow with TT+ and other functions.
• Prepare and distribute standard status and activity reports.
• Process and document equipment and staff requisitions.

Skills

Office administration

Time management

Written communication

Verbal communication

Multitasking

Problem solving

Education

Higher vocational training

Secondary education

Tools

SharePoint admin

TT+ Task Tracker

Microsoft Office

Job description

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.

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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 – C005510

Role Background

The role combines knowledge management, learning coordination and general office administration, providing day-to-day administrative support to a location or department and helping the team run smoothly.

Role Duties and Responsibilities

• Maintain the knowledge management database and contribute to knowledge management policies, standards and guidelines
• Maintain and implement information handling procedures, capturing and classifying content and taking expert advice when required
• Act as learning coordinator within the organisational entity: book and organise learning activities and maintain training records, including certificates and accreditations
• Assist the team and manager with the information needed to support ongoing processes, and assist in planning meetings
• Provide detailed guidance on software, procedures, tools and techniques for administration and workplace productivity
• Liaise and organise across functions, and update and maintain office policies and procedures
• Manage e-mail in line with organisational regulations and explain the use of address books, distribution lists and bulletin boards
• Manage in-processing and out-processing for arriving and departing personnel
• Support administrative process flow with other functions and departments using Task Tracker (TT+)
• Coordinate preparation and distribution of standard status and activity reports
• Process and document equipment and staff requisitions

Essential Skills, Experience and Certifications

• Higher vocational training in a relevant discipline with 1 year of related experience, or secondary education with 3 years of related experience
• Experience working in an office environment using office management systems and procedures
• 3+ years of experience with Microsoft Office (Word, Excel, PowerPoint and database applications)
• SharePoint design, administration and/or management training
• Experience in problem solving and proven flexibility
• Proven time management and multi-tasking skills in a changing environment
• Excellent written and verbal communication skills
• Valid NATO Secret security clearance

Desirable

• Previous experience supporting NATO or other international organisations
• Experience with learning management or training records administration
• Experience with knowledge management systems

Working Location

• Bydgoszcz, Poland

Working Policy

• On-site

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance