Executive Office and Legal Administration Support

il y a 1 mois


Brussels, Belgique Vector Synergy Temps plein

**Location**:
Brussels, Belgium

**Security Clearance**:
NATO Secret

**Reference No**:
C002480 / Brussels

**Skills, knowledge, experience required**:

- A 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 in working on secretarial or administrative posts at Executive or Board levels;
- Very strong organizational skills in office administration, event planning, and diary management;
- Demonstrated superior communication skills to achieve smooth and timely office administration;
- Proven experience in using effective communication skills to ensure smooth office operations;
- Significant experience and agility in using MS Office suite (especially MS Word, MS PowerPoint, MS Excel) to prepare documents and data infographics typically required in a legal office;
- In-depth working knowledge of MS SharePoint and/or document management systems;
- Very good knowledge of filing and archiving best practices;
- Excellent command of spoken and written English with a proven ability to communicate effectively orally and in writing.

**Desirable**:

- Knowledge of:

- NATO/NCIA administrative regulations and procedures;
- NATO responsibilities and organisation, including ACO and ACT;
- Experience in:

- Supporting General Counsel/Legal Director;
- Document search and some legal research;
- Prior experience working in an international environment comprising both military and civilian elements;
- Prior experience in a fast-paced legal office;
- Working ability in French.

**Duties/role**:

- Providing administrative support including: execution of diary management activity, prioritising, coordinating, and scheduling diary commitments and day-to-day business of the Legal Adviser;
- Providing administrative support to lawyers including: drafting memoranda and letters to internal and external stakeholders, event organization, and other administrative coordination as required;
- Conducting office administration requirements such as space and equipment organisation;
- Organising budget and office expenses in coordination with Principal Assistant as required;
- Ensuring smooth and pro-active communications between all members of the Legal Office to ensure information is shared efficiently;
- Organising on-boarding and off-boarding of staff in coordination with Principal Assistant;
- Organising hospitality as required;
- Administering all travel and planning arrangements for Legal Adviser including system requests and expenses;
- Preparing documents required for meetings and visits;
- Developing corporate documents in MS Word, MS Excel, and MS PowerPoint;
- Preparing and providing input to corporate process documentation;
- Participating in ongoing filing and Information Knowledge Management (IKM) activities;
- Improving and standardising office procedures continuously and contributing actively to the existing organisational structure and procedures to maximise use of resources and encourage innovation;
- Organising and supporting the team’s on-site and off-site activities;
- Liaising with Executive Assistants in the organisation;
- Acting as a backup for Principal Assistant as required;
- Performing other duties as may be required.

VECTOR SYNERGY sp. z o.o., ul. Marcelińska 90, 60-324 Poznań, NIP PL7811857270, REGON 301575740, KRS: 0000369575

Rejestr Przedsiębiorców KRS prowadzony przez Sąd Rejonowy Poznań - Nowe Miasto i Wilda w Poznaniu, VIII Wydział Gospodarczy KRS,



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