[6082] Executive Assistant

NATO/NCI Agency (NIMSC Front Office)
Location: Braine-l'Alleud, Belgium (Full-time on-site)
Contract: July 2026 – December 2026
Clearance Required: NATO Secret

About the Role

We are looking for an experienced Executive Assistant to join the NIMSC Front Office at the NCI Agency in Braine-l'Alleud. This is a senior-level, fast-paced role sitting at the heart of a NATO command environment, supporting senior leadership and coordinating across multiple Business Units, Heads of Office, and external stakeholders.

Key Responsibilities

• Manage diaries, schedules, and meeting requests for senior managers and leadership teams
• Act as a key coordination point across Business Units and external stakeholders within the NIMSC Front Office
• Support preparation, coordination, and follow-up of senior-level meetings including action tracking
• Maintain situational awareness of Chief NIMSC priorities to anticipate administrative needs
• Handle sensitive and confidential information with discretion and sound judgement
• Coordinate visits, events, and distinguished visitor engagements involving NIMSC leadership
• Manage multiple complex calendars and create multi-level repeating tasks
• Draft accurate and concise minutes
• Support internal communication flow to ensure timely dissemination of information and tasking
• Organise and coordinate large meetings and conferences
• Apply advanced features of Microsoft 365 and other office tools; advise and support others in their use
• Deputise for higher grade staff when required

Essential Requirements

• Higher vocational training in a relevant discipline with at least 3 years' post-related experience, or a secondary educational qualification with at least 5 years' post-related experience
• Proven ability to build and maintain relationships with a variety of stakeholders
• Experience handling confidential materials independently and with appropriate judgement
• Strong minute-taking skills
• Excellent planning, analytical, and problem-solving abilities
• Experience providing guidance and leadership to junior administrative staff

Desirable
• Experience supporting senior leadership in an international or multinational organisation
• Familiarity with NATO, NCIA, or comparable institutional environments
• Background in a front office or executive support role with multiple competing priorities
• Microsoft 365 training or certification
• Knowledge of information or records management best practices
• Training or coursework in business administration or management support

Additional Information

• Full-time, fully on-site role — remote working is not available
• Occasional business travel within Belgium (up to once per month)
• NATO Secret clearance is a mandatory requirement — candidates must hold or be eligible for this clearance

Interested? Please get in touch with your CV and current clearance status.