Senior Administrative 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 Ulm, Germany, 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 CSU Brunssum, CSE Ulm, which is responsible to manage, deliver and maintain assigned Communication and Information Systems (CIS) products and services for the Agency's customers during peacetime, crisis and war throughout its assigned AoR and as otherwise directed. As the local service provider for Joint Support Enabling Command (JSEC) Ulm, it supports the NCIA in delivering secure, reliable end-to-end services under the Enterprise Service Delivery Model (ESDM).

We are looking for a driven and enthusiastic Senior Administrative Assistant, who will take on the following roles and responsibilities:

• Organises knowledge assets and oversees the life cycle of identifying, capturing, classifying, storing, and maintaining assets.

• Assists the team/manager in ensuring they have the information needed to support ongoing team processes.

• Customizes time ranges, size, shape, layout, etc. in own calendar.

• Assists in developing administrative process flow to and from other functions and departments.

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 2-years post-related experience. Or a secondary educational qualification with 4-years post-related experience.

• 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.

• Experience in coordinating and organizing meetings or events.

• Experience in developing relationships across teams.

• Experience in document management.

• 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.