Principal Assistant for NATO with security clearance

Would you like to join the leading international intergovernmental organization? The Principal Assistant in Business Management provides high-level support in managing administrative, project, and stakeholder engagement activities within the organization. This role ensures efficient operation of business processes, facilitates effective communication, and supports project delivery through strategic resource allocation, information management, and stakeholder coordination. Responsibilities - Manages the delivery of business administration services. - Manages time and diary for individual senior managers and leadership teams. - Filters and prioritizes meeting requests. - Handles sensitive, confidential information. - Ensures managers have the information and resources needed to support ongoing processes and changes in processes and enable effective cross-team coordination. - Supports department-wide information flow and alignment of administrative activities across teams. - Contributes to a culture of knowledge sharing, flexibility and mutual team support. - Creates multi-level and repeating tasks for self and others including tracking of departmental actions. - Manages multiple calendars using features such as 'show through' and adding tabs. - Helps others understand the wide range of functions available with calendaring software. - Adds notes, attachments or reminders to tasks or appointments for self and others. - Prints using varied and complex setup, designs and page combinations. - Compares and contrasts functionality among different releases. - Facilitates the structured sharing of key information, decisions, and updates across the department. - Recommends remediation actions as required. - Identifies risks around the use of information. - Reports on the consolidated status of information controls to inform effective decision-making. - Monitors the implementation of effective controls for internal delegation, audit and control relating to information and records management. - Supports the implementation of information and records management policies and standard practice. - Maintain project portals and document libraries. - Report on project status. - Supports project managers in implementing changes to scope, resources, or timelines as needed. - Ensures change management procedures are documented and executed in line with organizational policies. - Contributing as needed in project delivery: review project documents, site implementation, change management, risk & issue management etc. - Deals with problems and issues, managing resolutions, corrective actions, lessons learned, and the collection and dissemination of relevant information. - Implements stakeholder engagement/communications plan. - Collects and uses feedback from customers and stakeholders to help measure the effectiveness of stakeholder management. - Helps develop and enhance customer and stakeholder relationships. - Supports in the planning and organization of internal and external stakeholder events, workshops and initiatives. - Compiles and produces meeting minutes, engagement reports and action plans to support stakeholder relationships. - Assists in the effective planning and control of resources. - Assisting in resource allocations. - Ensures proper resource allocation and monitoring to meet deadlines. - Monitoring project performance, and approving time from resources. - Coordinate with Resource Managers in respect to availability of resources to undertake activities on projects. Essential Qualifications & Experience - Higher vocational Training in a relevant discipline with 5 years post related experience. Or, a secondary educational qualification with 3 years post related experience. - Strong analytical, business analysis, Power BI, and reporting skills. - Strong experience with agile ways of working and tools for Kanban boards. - Thorough knowledge of computer-based tools for project planning/control and resource management (like MS Project or Service Now). - Experience in the application of strong planning, analytical and problem-solving skills. - Experience in roles requiring excellent inter-personal skills and the ability to be responsive and sensitive to both external and internal customers and staff. - Proven ability to build relationships with a variety of stakeholders. - Strong communication skills in writing, speaking and presenting. - Experience in the application of strong planning, analytical and problem-solving skills. If you've read the description and feel this role is a great match, we'd love to hear from you Click "Apply for this job" to be directed to a brief questionnaire. It should only take a few moments to complete, and we'll be in touch promptly if your experience aligns with our needs. #J-18808-Ljbffr