3412 Principal Assistant

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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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