C004537 Principal Assistant

Deadline Date:
Friday 16 January 2025

Requirement Title:
Principal Assistant - Business Management

Location:
Oeiras, Portugal

Full time on-site: YES
Total Scope of the request (hours):
836

Required Start Date:
09-FEB-2026

End Contract Date:
31-DEC-2026

Required Security Clearance: NATO Secret
Specific Working Conditions:
Work office

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

Requirements

• 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