Administrative Specialist

**About us NATO offers you more than a job. It gives you a mission: building peace and security for one billion people in Europe and North America. We are a unique multinational flying force with operational capability located at the NATO Airbase Geilenkirchen. With its 14 E-3A aircraft, our organization plays a critical role in NATO and our mission is to deliver ready, responsive Airborne Early Warning, Battle Management, and Command and Control capability to operational commanders in support of NAC-approved tasks. As part of a dynamic international team of 1400 civilian and military professionals, your strong administrative and clerical experience will be utilized either in command and coordination, executive-level administration, or while providing administrative support for an entire division. **Multiple vacancies This advertisement is for multiple job openings within the NAEW&C Force. During the different stages of the recruitment process (including test/interviews), you will be identified, if selected, for the position that best matches your professional background, qualifications, experience and proven skills. Consequently, please complete the pre-screening questionnaire in a detailed manner in order for the Selection Board to be able to correctly assess your professional background in accordance with the requirements for each vacant post. **About your contribution In this role, you will serve as point of contact for all clerical/administrative tasks and ensure that all related interactions are positive and productive. Your duties will cover a wide span of routine and non-routine administrative functions, including general office administration/tasks, administrative support activities, coordination at different levels, and maintaining effective operation of the administrative area within assigned field. **About the job Your duties will vary among the following general clerical/administrative tasks: - Handling a range variety of office tasks, routine and non-routine in nature; - General document management, filing and archiving to include proper handling of classified documents; - Drafting letters/memorandums/correspondence from oral instructions or written notes, reviewing them for proper format/grammar/punctuation; - Taking, preparing, coordinating and distributing minutes of meetings; - Providing support in making duty related travel arrangements; - Performing data entry as required, and updating assigned data bases; - Scheduling office/other activities, arranging/booking appointments, to include maintaining/managing calendar(s) as assigned; - Tracking and keeping log of suspense dates for tasks or reports; - Providing administrative support for meetings/conferences/visitors; - Assist other team members with clerical/administrative support; - Provide independent problem solving and workable solutions; - Collecting and compiling statistical information; - Managing SharePoint pages, collating information, populating and publishing items on a regular basis and keeping the web-based contents up-to-date. Additionally, in an executive level administrative function, you will also be: - Acting as coordination assistant and point of contact for Higher Management; - Providing executive level administrative assistance; - Performing protocol-related duties, attending to higher-level visitors and other quests; - Responsible for meeting minutes of lengthy, technically complex nature at executive level meetings and conferences; - Producing and/or updating briefing slides, preparing briefing charts using standard office software, and, if required, organizing/setting up Video Teleconferences (VTCs); - Providing assistance in producing visual aids/graphic representations for Management; - Tracking "taskers" and action Items, coordinating suspense inputs with Higher Headquarters; - Arranging appointments by controlling personal diary; - Maintaining confidentiality and exercising discretion; - Ability to handle information of sensitive and confidential nature in the utmost professional manner; - Ability to make decisions within the functional area and coordinate them (with the responsibility that decisions may affect the commitment of the command); - Some executive level positions require adequate proficiency of the Host Nation Language (German) and Dutch language, involving ad-hoc language support activities. **Essential qualifications and experience A s Administrative Specialist, you will bring the following essential qualifications and experience: - Secondary education and basic vocational training in either administrative, clerical or related field; - At least two years' related professional experience in a comparable position with a relevant business/organization; - Knowledge of general office administration procedures, principles and routines; - Familiarity with office management procedures; - Ability to operate personal computer equipment and software; - Capable of attaining a minimum typing speed of