# C005047 SMA O2 Administrative Coordinator (NS) - WED 12 Aug > EMW, Inc. · Mons, Belgium · Contract · Posted 2026-08-06 **Workplace:** on_site **Department:** AAS ## Description **Deadline Date:** Wednesday 12 August 2026 **Requirement:** SMA O2 Administrative Coordinator **Location:** Mons, BE **Full Time On-Site:** Yes **Time On-Site:** 100% **Total Scope of the request (hours):** 500 **Required Start Date:** 24 September 2026 **End Contract Date:** 31 December 2026 **Required Security Clearance:** NATO SECRET **Duties & Role:**   Business and Office Administration - Provide administrative support to SMA O2, SMC leadership, Section/Branch Chiefs and stakeholders. - Manage calendars, meetings, correspondence, records, workflows and documentation. - Prepare agendas, meeting packs, minutes and action logs. - Draft emails, reports, presentations and formal documents. - Maintain filing systems, databases, spreadsheets, SharePoint content, SOPs, office procedures and process workflows. - Handle sensitive information with discretion and support effective communication across teams. Reporting and Governance Support - Coordinate the SMA O2 reporting portfolio and reporting battle rhythm. - Collect, consolidate and quality-check data for reports, dashboards, briefings and presentations. - Support Service Lifecycle Management Board activities by preparing agendas, minutes, action logs, decision records and supporting documentation. - Track and follow up actions to ensure timely completion. Portfolio, Programme and Project Support - Support planning, scheduling, tracking and reporting for portfolios, programmes and projects. - Maintain project plans and records using tools such as MS Project and ServiceNow. - Prepare project presentations, status updates, lessons learned and supporting materials. - Support project proposals, Statements of Work, change management, risk and issue tracking, deliverables, dependencies, expenses, budget logs, project portals and document libraries. Information and Knowledge Management / HSMO Support - Maintain information registers, SharePoint sites, document libraries, metadata, records and controlled documentation. - Support users in organizing, saving and retrieving information in line with guidance and security protocols. - Perform data-quality checks, update metadata, correct file names and ensure documentation accuracy. - Escalate information-handling concerns and maintain SOPs and workflows. Resource Management Support - Support resource planning, coordination, allocation, onboarding and monitoring. - Liaise with Resource Managers on availability and allocation, maintain resource records, monitor utilization, performance and deadlines, and support timesheet or resource approval processes where required. Customer and Stakeholder Communication - Provide information on services, procedures and activities to internal and external stakeholders. - Manage communications via email, phone and collaboration platforms. - Respond to inquiries professionally and build effective working relationships across teams, departments, customers, vendors and partners. Conference, Event and Calendar Management - Coordinate events, workshops, conferences and meetings, including venues, equipment, attendee lists, materials and follow-up actions. - Manage group appointments, tasks, calendars and meeting schedules in line with procedures. Other Duties - Coordinate SMA O2-related tasks and actions, support additional tasks assigned by the Section/Branch Chief or SMC Chief. - Deputise for higher-grade staff if required, and perform other duties as needed. ## Requirements **Skills, Knowledge & Experience:** - The candidate must have a currently active NATO SECRET security clearance - Higher vocational training in a relevant discipline with 3 years' post-related experience; or secondary educational qualification with 5 years' post-related experience. - Experience providing administrative support to managers, leadership teams, or business/functional areas. - Experience managing calendars, meetings, minutes, action logs, correspondence, records, and formal documentation. - Experience drafting accurate and concise reports, presentations, minutes, emails, and other documents. - Good knowledge of Service Level Management, reporting, KPIs, and management information processes. - Experience managing reporting timelines, consolidating data, and supporting report quality assurance. - Experience supporting portfolio, programme, or project activities, including planning, scheduling, tracking, reporting, and documentation. - Experience using or supporting project management tools such as MS Project, ServiceNow, or similar tools. - Experience maintaining SharePoint sites, document libraries, registers, metadata, records, and controlled documentation. - Experience supporting resource planning, allocation, onboarding, monitoring, and coordination. - Experience tracking project expenses, budget logs, deliverables, risks, issues, and actions. - Strong Microsoft Office skills, including Word, Excel, PowerPoint, Outlook, and Teams. - Proven ability to work independently, apply sound judgement, and handle sensitive or confidential information. - Strong planning, analytical, organizational, problem-solving, and interpersonal skills. - Excellent written and spoken English. - Proven ability to build relationships with staff at various levels and across departments. - ITIL 4 Foundation certification. Desirable Experience and Education: - Education or training in Service Level Management, Service Delivery Analysis, Project Support, Information Management, or Resource Management. - Advanced Excel skills for tracking, data analysis, budget logs, and reporting are desirable. - SharePoint administration. - Power BI dashboard development. - MS Project, ServiceNow, project support, resource management, or information management training. - Dashboard development and reporting automation. - SharePoint governance and administration. - Expense tracking and financial administration. - Personnel onboarding. - SOP and process workflow documentation. - Presentation and executive briefing support. - Customer engagement and multi-channel communication. - Training delivery on tools, systems, and procedures. ## Apply [Apply at EMW, Inc.](https://apply.workable.com/emw/j/691228A2AB/apply) --- Powered by [Workable](https://www.workable.com)