Executive Administrator

Most coordinator roles are a diary and an inbox. This one sits underneath a service management organisation that has to prove what it delivered, every quarter. You will keep the reporting rhythm, the governance records and the project paperwork of a NATO service management branch in Mons honest and on time.

What You Will Be Doing

• Running calendars, meetings, correspondence, records and workflows for the branch leadership
• Preparing agendas, meeting packs, minutes, action logs and decision records, then chasing the actions to closure
• Collecting, consolidating and quality checking data for reports, dashboards and briefings
• Supporting planning, scheduling and tracking for portfolios, programmes and projects in MS Project and ServiceNow
• Maintaining SharePoint sites, document libraries, metadata and controlled documentation, and fixing the data quality problems you find
• Supporting resource planning, allocation, onboarding and timesheet approvals

What you will need

• Real administrative coordination experience in a large organisation, not just diary management
• Confident document work: agendas, minutes, action logs, reports, presentations and formal correspondence
• Hands-on SharePoint, strong spreadsheets, and comfort keeping registers and records accurate
• Exposure to project or portfolio support, ideally with MS Project or ServiceNow
• Discretion with sensitive information

Worth knowing before you apply

• This is on-site in Mons
• It is accuracy work. Following up and documenting is the job itself, not the admin around it.

Practical detail

• Contract engagement
• An active security clearance is required for this role