Principal Assistant for NATO with security clearance

Would you like to join the leading international intergovernmental organization? The Principal Assistant will provide comprehensive portfolio/project support, assist with High Security Managed Objectives (HSMO) tasks, manage resources efficiently, deliver administrative support, coordinate customer-facing communications, and contribute to project delivery efforts. Responsibilities: Portfolio, programme and project support • Makes sure that support services are delivered effectively across portfolios and projects. • Applies and recommends appropriate control solutions for planning, scheduling and tracking project activities. • Configures and maintains project management tools, and provides clear guidance on related procedures, processes and techniques. • Offers basic advice and clarification on the development of individual project proposals. HSMO Tasks • Assists to maintain information registers and makes sure data is kept up to date. • Supports users in locating, saving and organizing information in line with established guidance. • Escalates any concerns or issues with information handling to senior team members. • Assists with straightforward data-quality activities, such as correcting file names or updating metadata. Resource Management • Assists in the effective planning, coordination and control of project resources. • Helps to ensure that resources are allocated and monitored appropriately so that project deadlines are met. Business administration • Assists the team or manager in gathering and providing the information needed to support ongoing team processes. • Helps to plan and prepare for meetings. • Sets up and offers clear guidance on software, procedures, processes, tools and techniques for administration and workplace productivity. • Liaises and coordinates activities across functions. • Updates and maintains office policies and procedures. Additional duties for this post: Customer-facing duties • Providing information about the organisation's services, facilities, or procedures. Administrative and coordination duties • Scheduling and confirming appointments, meetings, or reservations. • Organising, updating, and maintaining files, records, and basic databases or spreadsheets. • Preparing and internally coordinating Statements of Work (SOW), for release to agency customers. • Contributing as needed in project delivery: review project documents, site implementation, change management, risk & issue management etc. • Preparing and maintaining project plans (including service now activities) • Assisting in resource allocations • Create, maintain and administer project plans, as needed, on behalf of Project Managers; • Coordinate with Resource Managers in respect to availability of resources to undertake activities on projects; • Monitoring project performance, and approving time from resources; • Maintain project portals and document libraries; • Report on project status; • Performs other duties as may be required. Essential Qualifications & Experience: Portfolio/Project Support (5-7 years): Configuring MS Project/ServiceNow, planning/tracking activities, budget management, expense tracking, financial reporting, project presentations HSMO/Information Management (5+ years): SharePoint administration, data quality/metadata management, records handling, documentation/procedure writing Resource Management (4+ years): Resource planning/coordination, onboarding personnel, staffing coordination Business Administration (5+ years): Meeting coordination, crossfunctional liaison, policy/procedure development, basic user training Customer-Facing Communication (8+ years): Service communication, appointment scheduling, multi-channel customer interaction, stakeholder relations Project Delivery Support (4-5 years): SOW preparation, project planning, performance monitoring, risk/change management, lessons learned Microsoft Office Automation (5+ years): Advanced Excel (budget/data analysis), Word, PowerPoint, Outlook, Teams proficiency English Communication (10+ years): Excellent spoken/written English, professional correspondence, presentations Key Soft Skills (8+ years each): Initiative & Flexibility: Problem-solving, adaptability in fast-paced environments Interpersonal Skills: Collaboration, customer-service mindset, stakeholder support Desired Skills: Social media management Personnel onboarding Expense tracking/financial admin Presentation support Procedure documentation Training delivery MS Project/ServiceNow expertise SharePoint governance knowledge Education: Bachelor's degree in either Economics, Finance, Human Resources, Business Administration, or relevant discipline with 7 years post related experience If you've read the description and feel this role is a great match, we'd love to hear from you! Click "Apply for this job" to be directed to a brief questionnaire. It should only take a few moments to complete, and we'll be in touch promptly if your experience aligns with our needs.