Directorate Officer

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Employer: International Iberian Nanotechnology Laboratory (INL)

Department/Unit: Directorate

Number of Vacancies: 1

Employment Type: Full time

Contract Duration: 48 months*

*possibility to convert to an indefinite employment contract

Open Date for Applications: August 21st, 2025

Closing Date for Applications: September 10th, 2025, 23h00m (Lisbon Time)

Key words: #administrative #directorateofficer

Overview

We are seeking an experienced Directorate Officer to provide high-level administrative and operational support to the Directorate Office. This is a new position, designed to ensure the effective coordination of executive functions, institutional meetings, and high-level engagements.

The role involves managing a wide range of tasks and requires a proactive, detail-oriented, and hands-on professional with strong organisational skills, diplomatic tact, and flexibility.

The successful candidate will collaborate closely with both internal and external stakeholders to manage critical responsibilities and ensure the seamless daily operation of the Directorate Office.

The successful candidate should be available to start during September/October 2025.

Job Duties

The primary job duties will be the following:

• Provide both professional and personal administrative support to the Directorate in managing agendas, advanced planning, meetings, official visits- and day-to-day priorities;
• Maintain records of business and personal transactions and submit expense reports;
• Ensure the efficient coordination of administrative procedures and internal task flows within the Directorate Office, supporting the effective functioning of the team;
• Organise and document Directorate-level meetings and events, including scheduling, agenda preparation, meeting minutes, logistics, documentation, and follow-up;
• Anticipate needs, propose improvements, and take initiative to streamline administrative procedures and enhance coordination within the Directorate, as well as among the Directorate, the internal and external boards of INL;
• Liaise with senior stakeholders and external parties (e.g., government entities, diplomatic missions and partner institutions) to organise official meetings and visits;
• Draft, review and manage official correspondence and institutional communications;
• Organise and maintain institutional records and archives in line with INL’s information management standards;
• Facilitate the process of official signatures and e-signatures for INL’s legal representatives;
• Monitor and support protocol-related activities, ensuring alignment with diplomatic norms and institutional standard.s
• Provide consistent administrative support for Council Sessions and extend support to other INL governance bodies as required.

Mandatory Qualifications

Education

• Degree in Administration, International Relations, or a related field.

Experience and Technical Skills

• Minimum 3 years of relevant experience in executive or senior-level administrative support roles;
• Fluent in English (spoken and written);
• Proficiency in MS Office and digital administrative tools.

Other Preferred Qualifications and Skills

• Experience working in international organisations, diplomatic environments, or senior executive offices;
• Experience in coordinating travel arrangements and protocol-related activities.

Personal Skills

• Demonstrates discretion and integrity when handling sensitive or confidential matters;
• Maintains strong organisational and time management skills to handle multiple priorities efficiently;
• Pays close attention to detail to ensure accuracy in scheduling, documentation and administrative tasks;
• Brings a proactive and hands-on approach, with the ability to anticipate needs and act independently;
• Communicates with clarity, diplomacy and respect in both internal and external interactions;
• Demonstrates flexibly to changing demands and shifting priorities remaining calm and focused;
• Collaborates effectively w