Senior Administrative Assistant

Senior Administrative Assistant

Uni Systems

Brussels, Belgium

What will you be bringing to the team?

• Provide comprehensive administrative support to the Chief Information Officer;
• Assist in arrangements for travel/in-theatre assignments, including, reserving accommodation where appropriate, submitting security clearances/visit requests, and preparing purchase orders for conference/exhibition fees;
• Assist in organizing meetings, workshops and conferences in accordance with institution's procedures;
• Handle administrative tasks, including venue booking, approvals, invitations, linguistic services, catering quotes, and participant support. Process electronic purchase requests into financial control systems as required;
• Act as a POC for staff requests related to equipment, maintaining and tracking stock for IIT equipment and related assets;
• Prepare correspondence, reports and documents, using word processing, spreadsheet and graphics applications, in accordance with the official document formatting guidelines;
• Prepare and process web formatted information, maintaining content pages in SharePoint portals, and ensuring that information is kept current and up to standard for publication;
• File correspondence and documents in accordance with the institution's procedures and providing assistance in obtaining requested documents;
• Check correspondence between calendars/attendance lists, leave cards and duty travel and keep shared oversight calendars populated and accurate;
• Develop and maintain entries to the relevant information systems, including SharePoint sites, financial, operational and managerial data;
• Produce PowerPoint presentations as required.

Requirements

What do you need to succeed in this position?

• At least 4 years of recent experience in administrative work;
• Good knowledge and experience in the use of Microsoft Office packages (SharePoint, Word, Excel, PowerPoint and Access or other database applications) and computer-based tools for maintaining established web pages;
• Ability to take initiative and a flexible approach allowing the individual to respond reliably and competently to changing requirements in a demanding environment;
• Excellent inter-personal skills and the ability to be responsive and sensitive to both external and internal customers and staff;
• Excellent command of spoken and written English, with a proven ability to communicate effectively orally and in writing.

Desirable Experience and Education

• Prior experience of working in an international environment comprising both military and civilian elements would be an advantage.

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