[6119] Project Assistant

Start date: Negotiable
Clearance: NATO Secret or equivalent
Location: Brussels, Belgium

Requirements:
• At least 3 years' experience in a progressively responsible project administrative support role
• Experience in organizing and maintaining project documentation, ensuring version control and archiving
• Experience of documentation management systems and data analysis tools (e.g., Excel, SharePoint)
• Experience with Project management and/or Enterprise Resource Planning tools
• Experience in the use of Business Information (BI) Tools to generate accounting and finance reports (including time accounting)
• Proven experience in preparing status reports, and providing risk assessments
• Proficiency in tracking project milestones, timelines, budgets, and progress reporting
• Experience serving as a liaison between stakeholders, responding to queries, and distributing updates
• Knowledge of project budgeting and experience in tracking and reporting on financial performance
• Ability to train and support team members on management tools
• Experience in organizing meetings, conferences and events, coordinating with various stakeholders

Duties:
• A Project and Service Assistant is responsible for assisting project managers and service teams with day-to-day operations, ensuring tasks are completed on time and within scope
• They coordinate schedules, organize meetings, prepare documentation, track project progress, and maintain accurate records
• The role may also handle service requests, monitor deadlines, manage invoices or purchase orders, and support reporting activities
• Maintaining quality standards, resolving minor issues, and escalating more complex matters to senior staff are also key responsibilities
• Overall, the position ensures efficient project execution and high-quality service support while keeping communication clear and processes organized
• Project management support
• Support project-related presentations and documentation
• Oversee and maintain data quality in Business Management Tools
• Support issuance of Purchase Requests, Purchase Orders and Operational Level Agreement
• Produce Meeting minutes and note taking for project meetings and Project/Programme board
• Manage and coordinate project-related meetings
• Stakeholder support