# C004913 Executive Assistant (NS) - TUE 9 Jun

> EMW, Inc. · Braine-l'Alleud, Belgium · Contract · Posted 2026-05-27

**Workplace:** on_site

**Department:** AAS

## Description

**Deadline Date:** Tuesday 9 June 2026

**Requirement:** Executive Assistant

**Location:** Braine-l'Alleud, BE

**Full Time On-Site:** Yes

**Time On-Site:** 100%

**Total Scope of the request (hours):** 836

**Required Start Date:** 16 July 2026

**End Contract Date:** 31 December 2026

**Required Security Clearance:** NATO SECRET

**Duties & Role:**  

Business administration

-   Manages the delivery of business administration services.
-   Manages time and diary for individual senior managers and leadership teams.
-   Filters and prioritises meeting requests.
-   Handles sensitive, confidential information.
-   Ensures managers have the information and resources needed to support ongoing processes and changes in processes.

Calendaring

-   Creates multi-level and repeating tasks for self and others.
-   Manages multiple calendars using features such as 'show through' and adding tabs.
-   Helps others understand the wide range of functions available with calendaring software.
-   Adds notes, attachments or reminders to tasks or appointments for self and others.
-   Prints using varied and complex setup, designs and page combinations.
-   Compares and contrasts functionality among different releases.

Desktop Tools

-   Consults others on the use and interconnectivity of the tools.
-   Applies advanced features and functions of all key office products.
-   Participates in evaluation of new office support tools.
-   Determines which office products can interact and how to share data.
-   Diagnoses common software problems and works on the resolution.
-   Works with all kinds of office support software to finish complex tasks.

Office Administration

-   Organizes and coordinates large meetings and conferences.
-   Contributes to office administration improvements and best practices.
-   Consults on a full spectrum of enterprise office administration activities.
-   Designs office administration functions and workflow.
-   Monitors industry and marketplace trends and directions for office administration.
-   Monitors effectiveness of support staff; recommends improvements.
-   Establish and maintain communication channels with stakeholders.
-   Present data in creative formats.

Additional duties for this post:

-   Acts as a key member of the NIMSC Front Office, supporting coordination across Business Units, Heads of Office, and external stakeholders.
-   Supports preparation, coordination, and follow-up of senior-level meetings, including action tracking and task coordination as required.
-   Maintains situational awareness of Chief NIMSC priorities to anticipate administrative and coordination requirements.
-   Assists with the coordination of visits, events, and distinguished visitor engagements involving NIMSC leadership.
-   Supports internal communication flow within NIMSC to ensure timely dissemination of information and tasking, as appropriate.
-   Perform other duties as may be required.
-   Deputise for higher grade staff, if required
-   Possible Business travel to within Belgium (NATO and non-NATO) facilities as well as travel between the NCI Agency offices up to once per month

## Requirements

**Skill, 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 a secondary educational qualification with 5-years post-related experience.
-   Proven ability to build relationships with a variety of stakeholders.
-   Proven experience in working independently and applying appropriate judgement when handling confidential materials.
-   Experience in drafting accurate and concise minutes.
-   Experience in the application of strong planning, analytical and problem-solving skills.
-   Previous experience in providing guidance and applying leadership skills when working with junior administrative assistants.

Education, Experience and Training (Desirable):

-   Training or coursework in business administration, management support, or a related field.
-   Experience supporting senior leadership in an international or multinational organisation.
-   Familiarity with NATO, NCIA, or comparable institutional environments.
-   Experience working in a front office or executive support role involving multiple stakeholders and competing priorities.
-   Training in Microsoft 365 collaboration and productivity tools.
-   Training related to information management, records management, or administrative best practices

## Apply

[Apply at EMW, Inc.](https://apply.workable.com/emw/j/DDFA2BFEBB/apply)

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