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3412 Principal Assistant

Há 1 mês

Oeiras, Portugal Contact One Communications, Inc. Tempo inteiro

Join to apply for the 3412 Principal Assistant role at Contact One Communications, Inc.

Required Security Clearance: NATO SECRET

Duties and Role

  • 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.

Skill, Knowledge & Experience

  • NATO Secret security clearance.
  • 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.

Seniority level: Mid‑Senior level

Employment type: Contract

Job function: Information Technology

Industries: IT Services and IT Consulting

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