Executive Assistant

Who we are:

For more than 70 years, NATO’s mission has been to preserve peace and security in the Alliance for nearly one billion citizens. The NATO Communications and Information Agency (NCIA) and its predecessors have worked tirelessly in providing the means that enable the connectedness and togetherness that keep our Alliance strong. We are the NCIA, a team of 3000 civilian and military staff in 29 locations throughout Europe, North America and Asia.

Our technology and cyber experts allow NATO to conduct critical operations, protect NATO’s airspace, make data-driven decisions, defend against cyber-attacks, secure NATO networks and maintain superiority in space. This is all possible because of our greatest force, our people. In order to keep this edge we aim to hire, train and retain the very best staff.

Our staff members represent both the diversity and unity of our Alliance. When you join the NCIA, you will be part of an organization where you can contribute authentically to the mission and purpose of NATO and help us keep our technological edge.

About the job:

Based in Brain L’Alleud you will join the Agency as we embark on a journey to transform our IT services to support NATO’s Digital Endeavour. You will join the NATO Integrated Mobile Service Centre, which provides NATO and its partners with scalable, protected, secure, reliable, and integrated Wireless Communication-based Services with a focus on NATO Operations, Crisis Response, Missions, Exercises and Business Continuity. The NIMSC Chief is responsible for planning and executing all lifecycle management activities for centre's following services\: strategy, design, transition, operation and continuous service improvement including subject matter expertise, research and development, acquisition and logistic support.

**This is a temporary location pending completion of the new SHAPE facility at Camp Casteau in Mons. The Braine L’Alleud site is expected to close by end 2027, with future duty stations shifting to Brussels or Mons, depending on function and business needs.

We are looking for a driven and enthusiastic Executive Assistant who is responsible for providing high-level administrative support to Chief NIMSC.

This role includes extensive calendar management and arranging meetings with both internal and external stakeholders. This position is the first point of contact within the NIMSC front office; therefore, the ability to build strong working relationships cross functionally is required. This role is responsible for managing incoming communication and prioritizing tasks while working in a highly confidential environment.

Front Office & Executive Support

• Provide direct administrative support to the Chief NIMSC

• Run and coordinate the NIMSC Front Office

• Act as a key coordination point across Business Units, Heads of Office, and external stakeholders

• Act as time steward and coordination authority for the Chief’s engagements, ensuring disciplined scheduling and prioritisation aligned to leadership intent

Business Administration & Coordination

• Manage complex calendars and senior-level meetings

• Coordinate internal and external engagements

• Arrange travel and support distinguished visitor engagements

• Prepare, coordinate and follow up on senior-level meetings, including action tracking

• Capture and manage meeting minutes and tasking

Communication & Information Management

• Establish and maintain communication channels with stakeholders

• Manage incoming communications and prioritise tasks appropriately

• Support internal communication flow to ensure timely dissemination of information

• Present data in creative and structured formats

• Manage documentation and large volumes of information effectively

• Draft correspondence and communications on behalf of the Chief as required

Operational Awareness

• Maintain situational awareness of Chief NIMSC priorities

• Anticipate administrative and coordination requirements

• Support coordination of visits, events, and leadership engagements

• Remain composed and solutions-oriented in a fast-paced, multinational environment

For a full list of duties, please review the job description on the NCIA career site.

About you:

The valuable knowledge and experience that you bring to this role are

• Higher vocational training in a relevant discipline with 3-years post-related experience. Or a secondary educational qualification with 5-years post-related experience.

• Strong capability in coordinating tasks across multiple stakeholders, both internal and external

• Proven ability to organise travel and support senior-level engagements and visits

• Effective document and information management, including handling large volumes of material with accuracy

• Excellent minute-taking skills with the ability to capture key decisions, actions, and priorities clearly and concisely

• Ability to operate independently, manage competing priorities, and perform effectively in a fast-paced environment

• Proactive approach to clarifying requirements and anticipating leadership needs

• Demonstrated leadership and team-oriented mindset within a small front office environment

• Strong organisational, analytical, and coordination skills combined with sound judgement and discretion

• Experience supporting senior leadership within a structured governance or matrix environment

• Experience working in a multinational, governmental, or military environment is desirable

• Familiarity with protocol, rank structures, or formal organisational environments is considered an asset

• Experience handling confidential personnel or operational matters

• Fluency in English, both written and spoken

What we offer:

• Genuinely meaningful work as part of the most successful alliance in history;

• 5 year contract with competitive tax-free salary and household and children’s allowances;

• Privileges for expatriate staff including expatriation and education allowances (where appropriate) and additional home leave;

• Excellent private health insurance scheme;

• Generous annual leave of 30 days plus official holidays;

• NATO Pension Scheme;

• Development programs such as professional training, wellbeing, and more

To learn more about NCIA and our work, please visit our website.

The NCIA prides itself on being an equal opportunity employer. We are committed to fostering an inclusive environment of mutual respect and value uniqueness and differences in gender, gender identity, race, ethnic or cultural origin, age, religion, sexual orientation and physical or neurocognitive ability.

Additional details on the conditions of application can be found via the NCIA career site.