Executive Assistant - Operations and Coordination Office

The Executive Assistant supports the STO Collaboration Support Office by organizing logistical and administrative aspects of scientific and technical committee activities, managing meetings, publications, and travel arrangements. The role requires coordination with internal and external stakeholders and maintaining records and databases to ensure smooth operation of the STC's program of work.

Responsibilities

• Organize logistical aspects of off-site STC activities such as Business Meetings and Symposiums in coordination with hosting Nation.
• Manage administrative and logistical aspects for on-site STC activities such as Technical Team and Exploratory Team meetings.
• Advise Technical Teams and manage scientific publication content for editing, approval and translation.
• Support scientific messaging efforts by compiling STC content for communication products.
• Develop methodology for administrative tasks and maintain records, contacts and databases.
• Conduct pre-trips across the Alliance and Partner Nations to advise on arrangements for Symposia and STC Business Meetings.
• Supervise local support staff provided by Host Nations at meetings.
• Represent the STC in dealings with CSO staff, NATO authorities and external high-level persons.
• Contribute to the elaboration of Decision Sheets and Agendas by proofreading, editing and cross-checking content.
• Provide information for contract procedures related to the Collaborative Program of Work and assist in contractor follow-up.
• Prepare non-technical documents for signature.
• Assist in preparation and management of STC’s Program of Work, Cooperative Planning Program, and budgets.
• Prepare agendas and background material for committee sessions.
• Prepare yearly travel plan and arrange travels for the Executive Officer and self.
• Assist Security Office in ensuring security procedures are followed, including handling classified mail and material.

Requirements

• Five-year experience as an administrative assistant, followed by two years in an administrative position at same level of responsibilities.
• Experience in the operation of computers, word processors and database software.
• Ability to carry out complex administrative tasks independently or with minimum supervision.
• Have successfully completed a post high-school specialized education as a multilingual personal assistant, or demonstrated equivalent training.
• Be able to take notes and write meeting reports.
• Very Good knowledge of one of the two official NATO languages (SLP:4343) and a fair knowledge of the other (SLP: 2222).
• Prior experience as an Assistant in a Scientific and/or Technological professional environment is desirable.
• Advanced training in the use of office software suites is desirable.
• Very good knowledge of both NATO official languages is desirable.
• Knowledge of other European language(s) is desirable.
• Applicant must be eligible for a NATO Secret security clearance.

Skills

• Administrative Assistance
• Administrative Tasks
• Computer Operation
• Word Processing
• Database Software
• Meeting Minutes Recording
• Report Writing
• Multilingual Personal Assistance
• Office Software Suites
• Logistics Coordination
• Travel Arrangements
• Records Management Projects
• Stakeholder Coordination
• Scientific Environment Assistance
• Technical Committee Support
• Security clearance compliance

Languages

English, French