Executive Office and Legal Administration Support
- Working Location: Brussels, Belgium
- Security Clearance: NATO Secret
- Language: High proficiency level in English language
EXPERIENCE AND EDUCATION:
Essential Qualifications/Experience:
- Very strong organizational skills in office administration, event planning, diary management
- Demonstrated superior communication skills to achieve smooth and timely office administration
- Higher vocational training in a relevant discipline with 3 years post-related experience. Or a secondary educational qualification with 5 years post-related experience
- Demonstrable experience of working in Secretarial or Administrative posts at Executive or Board level
- Proven experience in using effective communication skills to ensure smooth office operations
- Significant experience and agility in using the Microsoft Office suite (especially Word, PowerPoint, Excel) to prepare documents and data infographics typically required in a legal office
- Very good knowledge of filing and archiving best practices
- Superior skills in drafting clear and concise letters and email correspondence
Desirable Qualifications/Experience:
- Knowledge of NATO/NCIA administrative regulations and procedures
- Working ability in French
- Experience supporting General Counsel / Legal Director
- Prior experience of working in an international environment comprising both military and civilian elements
- Prior experience in a fast-paced legal office
- Experience in document search and some legal research
- Knowledge of NATO responsibilities and organisation, including ACO and ACT
DUTIES/ROLE:
- Provide administrative support including: execution of diary management activity, prioritising, coordinating and scheduling diary commitments and day-to-day business of the Legal Adviser
- Provide administrative support to lawyers including: draft memoranda and letters to internal and external stakeholders, event organization, other administrative coordination as required
- Conduct office administration requirements such as space and equipment organisation
- Organize budget, office expenses, in coordination with Principal Assistant as required
- Ensure smooth and pro-active communications between all members of the legal office to ensure information is shared efficiently
- Organise on-boarding and off-boarding of staff in coordination with Principal Assistant
- Organize hospitality as required
- Administer all travel and planning arrangements for LEGAD including system requests and expenses;
- Prepare documents required for meetings and visits
- Develop corporate documents in Word, Excel, PowerPoint
- Prepare and provide input to corporate process documentation
- Participate in ongoing filing and IKM activities
- Continuously improve and standardise office procedures and actively contribute to existing organisational structure and procedures to maximise use of resources and encourage innovation;
- Organize and support team onsite and offsite activities
- Liaise with Executive Assistants in the organisation
- Act as backup for Principal Assistant as required