Administrative Assistant

• Function title: Administrative Assistant (Governance Support)
• Reference: NOC-DG-2026-FGII/1123
• Location: Brussels
• The selected candidate must reside either at this location or within a reasonable proximity that allows for the satisfactory execution of their duties.
• Nature of the competition: Internal and external competition
• Applicable regulations: Conditions of Employment of Contract Staff at EUROCONTROL
• Duration of engagement: 3 Year(s) - renewal or conversion of the contract is possible under certain conditions see “Useful information” section
• Security clearance: EUROCONTROL, NATO or EU Secret
• Directorate/Service: DG/SEIR - Strategy, Engagement and Institutional Relations
• Working arrangement: EUROCONTROL operates a hybrid working model that combines onsite presence with remote work opportunities. Remote working is subject to specific limits set out in internal rules and must align with business needs and managerial approval. Please note that full-time remote work is not permitted.
• Reserve list: Applicable - See details in the \"Useful information\" section

Your team

Within the Office of the Director General , the Strategy, Engagement and Institutional Relations (SEIR) Unit reports directly to the Director General and plays a key role in shaping and coordinating the Agency’s strategic direction and external engagement. The Institutional Relations service (DG/SEIR/IR) supports the Organisation’s governance by providing logistical support and secretariat services to EUROCONTROL’s governing bodies, their subordinate groups and some of the consultation and advisory groups, as well as advisory bodies to the Director General.

Your role

Your role will be to:

• Provide administrative and engagement support for the execution, planning and monitoring of operations and activities related to working groups, including planning, preparing and executing meetings (logistics, meeting/conference documents, correspondence, and collaboration with internal/external services such as translators, conference facilities, IT, security and catering).
• Ensure reception and coordination of all required documents within set deadlines, including internal and external visa, and handle formalised approval procedures for documents submitted to the Organisation’s governing bodies, groups etc.
• Proofread and ensure the accuracy, consistency and conformity of official texts and publications, liaising with translators and business contributors, and collaborate with internal authors to advise on document structure, templates and quality standards.
• Advise presidents and internal/external members of the various bodies and working groups regarding meeting procedures, terms of references and administrative matters.
• Provide reporting related to the activities of the groups, handle requests from delegates and national administrations, including sensitive/confidential matters, and draft summaries of meetings as appropriate to responsibilities.
• Act as web content and engagement manager, ensuring harmonisation, maintenance and consistency of published information.
• Support the communication activities of relevant items to management, staff (inside and outside the service) and externally.
• Develop, maintain and update filing systems and maintain relevant databases as necessary.
• Carry out any other task in line with the main purpose of the job.

Required qualifications, experience & competencies

• Candidates must fulfil one of the following educational and professional experience requirements:
• Completion of secondary education in a relevant domain (office administration, communication, etc.), meeting European Qualifications Framework (EQF) level 4 followed by at least 3 years of relevant professional experience in an administrative, secretarial or communication function (e.g. administrative assistant, team/project support, meeting/event support etc.)
• Completion of a post-secondary education in a relevant domain (office administration, communication, etc.), meeting European Qualifications Framework (EQF) level 5 followed by at least 1 year of relevant professional experience in an administrative, secretarial or communication function (e.g. administrative assistant, team/project support, meeting/event support, etc.)
• Experience in a national administration would be an advantage.
• Experience in the use of standard Office applications.
• Experience in the use of web publishing tools or SharePoint, Viva Engage would be an advantage.
• Experience in using modern engagement tools (e.g. Menti, Slido, etc) would be an advantage.
• Knowledge or experience in salesforce would be an adv