C004332 Principal Assistant (NS) - MON 18 Aug

Deadline Date: Monday 18 August 2025

Requirement: Principal Assistant

Location: Brussels, BE

Full Time On-Site: Yes

Time On-Site: 100%

Total Scope of the request (hours): 400

Required Start Date: 22 September 2025

End Contract Date: 31 December 2025

Required Security Clearance: NATO SECRET

Duties and Role:  

The Principal Assistant to CTO executives and business portfolio is responsible for the direct support to the CTO Executives on the execution, planning and reporting of their activities. The role entails all the required administrative support to the CTO executives by managing schedules, coordinating correspondence, organizing meetings, maintaining records and acting as a liaison between departments.

Under the direction of the Managing and Optimising Team Head, but largely on own initiative, the incumbent will perform duties such as the following:

• Act as a first point of contact to the Executive Lead of CTO projects and managing a wide range of challenging Administration issues with the upmost integrity, diplomacy and tact;
• Manages time and diary for individual senior managers and leadership teams for all project related activities.
• Handles sensitive, confidential information.
• Ensures managers have the information and resources needed to support ongoing processes and changes in processes.
• Organizes and coordinates large meetings and conferences.
• Contributes to office and project administration improvements and best practices.
• Consults on a full spectrum of enterprise office and project administration activities.

Specific Working Conditions: Occasional travel between other locations (The Hague and within Belgium) is expected once or twice a quarter. Main location is Brussels - but can be expected to travel to Braine-L'Alleud once a week. Rarely to Mons (maybe once in every Quarter).

Skill, Knowledge & Experience:

• The candidate must have a currently active NATO SECRET security clearance
• Extensive professional experience supporting Executive Management, providing high-level administrative and operational support in dynamic, fast-paced environments.
• Training and User experience on MS Office tools;
• Proven expertise in SharePoint, including content management, permission settings, and collaboration features, ensuring streamlined document sharing and team coordination.
• Skilled in minute-taking, with a demonstrated ability to transcribe meeting discussions accurately and efficiently.
• Strong background in coordinating meetings and corporate events, including scheduling, logistics management, and stakeholder communication.
• Experienced in document management, including drafting, reviewing, and coordinating the full document lifecycle to maintain accuracy and compliance.
• Proven experience in working independently with minimal supervision in a fast-paced working environment.
• Experience in applying strong time management skills and taking the initiative to ensure work is completed with high quality results