Administrative Assistant

Spektrum have a wide range of exciting opportunities in several global locations.

We are always looking to add great new talent to our team and look forward to hearing from you.

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.

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 – C004253

Role Duties and Responsibilities

• Under the direction of the Academy EXO, the incumbent will perform duties such as the following:
• Responsible to the EXO for the efficient operation and management of the department's administrative functions;
• Act as first point of contact for the EXO and deal diplomatically and effectively with a wide variety of issues
• Provide administrative support to the EXO ensuring the efficient daily operation of the office, including:
  • organising meetings, taking minutes, drafting and organizing communications/correspondence/documents
  • maintaining incoming and outgoing mail log
  • maintaining an effective follow-up and/or reminder system for pending actions
• Responsible for coordination and administration of the EXO diary and visit programmes in coordination with the SM, including support for VIP visits hosted by the Academy Director,
• Liaise with administrative staff in other organizational elements to ensure above coordination
• Perform other duties as may be required.

Essential Skills and Experience

• Demonstrated skills in the use of personal computer office automation packages, particularly Microsoft applications and inclusive of SharePoint and workflows
• Experience with organizing and executing conferences, workshops, or small professional events
• Excellent command of spoken and written English, with a proven ability to communicate effectively orally and in writing
• Ability to take initiative and a flexible approach allowing the incumbent to respond reliably and competently to changing requirements in a demanding environment
• Excellent inter-personal skills and the ability to be responsive and sensitive to both external and internal customers and staff
• At least 5 years' of experience in progressively responsible administrative roles, or equivalent combination of qualifications and experience
• Previous experience working in an international Military/Civilian environment

Working Location

• Oeiras, Portugal

Working Policy

• On-Site

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance

We never know what new opportunities might be just over the horizon. If this opportunity isn't for you please feel free to send us your resume anyway and be the first to know if something suitable for your skills and experience comes up.